CMS/
Custom
Maintenance
Software
Operating
Manual
2
TABLE OF CONTENTS
Logging on and Startup ……………………………………………………………………......................
My CMS ……………………………………………………………………………………………………
Work Orders
Creating Work Orders …………………………………………………………………………..
Assigning Work Orders ……………..………………………………………………………….
Assigning More than 1 Work Order…………………………………………………………….
Quick Search (Work Order and Asset)………………………………………………………...
Search ……………………………………………………………………………………………
-Export Data……………...……………………………………………………………..
-Create New View……..………………………………………………………………...
Closing Work Orders ……………………………………………………………………………
-Add Labor Charges…………………………………………………………………...
-Add Material Charges………………………………………………………………...
-Add Assets…………………………………………………………………………….
-Link Existing Work Orders……………………………………………………………
-Create Child Work Orders……………………………………………………………
Advanced Search ………………………………………………………………………………
Work Order Configuration ……………………………………………………………………..
-Configure Online Request …………………………..………………………………
- Priority, Status, Categories, Locations, Cost Centers…………………………...
-Email Responses ……………………………………………………………………
-Configure User-Defined Fields …………………..…………………………………
-Field Configuration…………………………………..……………………………….
How to add an attachment……………………………………………………………………..
How to view Work order history change log………………………………………………….
Assets
Creating New Assets……………………………………………………………………………
Search ……………………………………………………………………………………………
Asset Configuration …………………………………………………………………………….
-Categories …………………………………………………………………………….
-Status ………………………………………………………………………………….
-Locations ………………………………………………………………………………
-User-Defined Fields ………………………………………………………………….
-Risk Manager …………………………………………………………………………
How to add Risk # to an Asset ………………………………………………………………..
Procedures
Creating ………………………………………………………………………………………….
Search ……………………………………………………………………………………………
Add Procedure Readings ………………………………………………………………………
Add Procedure Schedule ………………………………………………………………………
Add Procedure to an Asset …………………………………………………………………….
Users
Create a new User………………………………………………………………………………
User Search……………………………………………………………………………………..
Reset User Password…………………………………………………………………………..
User Configuration………………………………………………………………………………
Reports
Search …………………………………………………………………………………………...
Admin
Password Change ……………………………………………………………………………..
Creating a Survey……………………………………………………………………………….
Materials
Creating………………………………………………………………………………………….
Search……………………………………………………………………………………………
Issue …………………………………………………………………………………………….
Attachments
Attachments for Work orders, Assets, Users and Materials………………………………..
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Web Request Screen…………………………………………………………………………………….
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To Log In:
This is the log In screen:
Type in your User Name and Password to Log into CMS. If you forgot your password, click
. This will prompt you to enter your user name and send an email with the new temporary
password.
Once you are logged in, the main screen MyCMS page is shown. It shows all Pending Work Orders
(Scheduled and Unscheduled), My Work Orders, Work Orders By Assignment, and Work Orders “more than
__ days old”.
Under Work Orders By Assignment, there is an arrow next to each Assignment to select. This will bring a
drop down of all the work orders for that particular assignment. More than one can be opened at a time. To
close it, simply click on the arrow now pointing down .
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Any of those work orders from the drop down may be opened from here. Click the pencil
order number.
Note: Any list can be sorted by clicking the headers.
This can be done on MyCMS or any search areas in CMS.
next to the work
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How to Create a Work Order
1. First Click on Work Orders Link. It will show Create and
Search
2. Click on Create. The following screen is shown.
3. Fill in as many fields as possible for easy tracking of Work
Orders. Note: see side notes for explanation on fields.
4. Click Save Changes at the bottom to save the information.
Description: This would be an
explanation of what the work
order is.
Fill in the Requestor Name,
Phone and Email. The Email
should be in complete format.
Requestor Comments: This
should reflect the Description.
Cost Center: Choose the
Department or Area to charge.
Status: When creating a work
order, choose Pending or Active
Priority: Choose correct level of
Priority for the work order.
Category: Preventive
Maintenance, Regular Work
Request, etc.
Trade: Choose the specific Skill
needed to complete the work
order for example: Plumber,
Electrician, General Maint
Location: Select a building, then
floor and room if applicable
Location Free Txt: More
specific area the work order
needs completed.
Date Available, Needed and
Completion Date: a calendar
will appear to select the dates.
Date Available and Needed are
primarily for Scheduled PM’s
**All Fields can be customized
as well as their labels in Work
Order Field Configuration.
5. Now a work order can be assigned. Go to Assignments on the right. Click
then use
the drop down menu to make a selection. Click Submit.
6. At the bottom of the work order create screen, there is a check box at the bottom for Advanced form
functions. When you click this, one option is to
This will save what is in
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the current work order create selections. The next time you open WO Create, those will automatically
be filled in. Changes can be made by using the same option or click
to
clear all work order create fields.
How to Assign a Work Order
1. Once a work order is created and saved, on the right side of the screen you will see a menu for
Procedures, Labor Charges, Material Charges, Assignments, Assets, and Linked Work Orders.
2. Click
and then in the assignment box begin typing the name of the person. The box
will automatically drop down a list of names with the letters you type. Highlight the name you want by
using your mouse or your arrow keys on the keyboard. Click the name or press Enter.
How to Assign more than 1 Work Order at a time
1. Click the Work Order link and then select Assign (example of assign screen is below).
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2. Resource Lookup: Click submit and select resources to assign work orders if needed.
3. Work Orders Lookup: Select your criteria for the work orders needed (Building, Status, Assignment,
etc). Click Submit and all the work orders from the criteria will appear below.
4. Scroll to the bottom of the page. If there is more than 1 page, the page size can be changed to the
total number of Work orders seen on the bottom right corner. For the example showing below: type
over the 12 with 32 and Click Change.
Note: To select all work orders, click the square button next to “WO Number”. To select only individual work
orders, click the square buttons next to the work order number(s) needed.
5. Work Orders Assign: Choose the action needed
Replace Existing Assignment – this will replace any assignment to the work order(s) selected
at the bottom of the page with the assignment chosen under Resource Lookup.
Email – this will email the work order(s) selected at the bottom of the page.
Print – this will print the work orders selected.
6. Update the work order if you would like to change the Status, Priority or Shop of the work order(s)
selected.
7. Click Execute Actions.
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How to Use Quick Search
1. Quick Search can be found in the top left corner above the main menu. If you know the Work Order
or Asset number, type it in the Quick Search box.
2. Click Work Order or Asset button. This will bring up all the information on that specific Work Order or
Asset.
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How to Search for Work Orders
1. Click the Work Order link and then select Search
2. The screen provides many criteria to choose from. One or more areas may be filled in. This will give
you a full list of all work orders that have the same information as you selected. (If you know the
Work Order #, then that is sufficient information on the page.) Note: view side notes for explanations
on each of the fields.
3. Click Submit
For the example: Location fields and date created range was selected.
Only fill in the necessary fields
to complete the search.
Work Order Number: This
number was assigned to the
Work Order when it was created.
Description: Type only a word
or two that would be in the work
order.
Requestor Name: A first name,
last name, or full name may be
entered.
Status: Active, Canceled,
Completed, or Pending is
available
Type: Unscheduled or Scheduled
Building: Select a building, then
floor and room if applicable
Location: Type in any word
describing an area
Assignment: Names of all the
Techs
Asset Number: Type in asset # to
search for work orders assigned
to it.
Date Available, Needed,
Completion and Created: A
calendar will appear to select
the dates.
**All Fields can be customized
as well as their labels.
This is an example of a search results page:
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4. Click
to look at any specific work order information.
All types of search results will have
at the top of the page. This will take all the criteria on
the page to an Excel Worksheet. Select Current page or All Pages. There is an option to change the
file name then Click
.
All Search results will also have
at the top of the search page. This will open the
default view. From here you can change the criteria needed for the default view or create a new
view. See example of Select Columns below.
1. Type the new View Name and select the fields you want the search to find.
2. Select Public for everyone to choose as a view or Private for your eyes only.
3. Click
.
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Note: To Edit or Delete a Saved View, used the drop down menu to select the view and click
to edit the view.
to delete or
How to Close a Work Order
1. From the previous example, if you found the Work Order that needs to be closed or completed, click
to edit. If you already know the Work Order number, type it in under Quick search and then select
Work Order (the same step can be done for an Asset). On MyCMS page, click the pencil for the work
order to close.
2. Change the Status from Active to Complete and fill in Completion date along with any other important
information. Then click Submit at bottom.
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3. Scheduled work orders may have Procedures readings to complete the work order (see below). If
this is a regular Work Order, go to step 4.
-
-
Click the arrow
to see the list. Below is an example of some questions that are in the list for
the Fire Doors procedure. There will be an answer in the Response column if any questions are
complete.
-
To answer the questions, click the wrench next to #1. The box below will appear. You will either
have the choice of a drop down box to select answers or a clear box to type the answers in. The
bottom left hand corner will tell which question you are on and how many there are to answer
(example 1of 14). The bottom right gives the choice to go to the Previous or Next question.
Once you are finished, select Save or Close. This will take you back to the Work Order.
4. Click
Use calendar or type in the Start Date, Use the drop down or begin typing the
Person’s name – click or arrow down on selection then Enter, fill in the Hours, Hours type, and Notes.
If Billable, click Yes. Now Submit. Note: will delete any existing labor charges or assignments.
will allow you to Edit existing labor charge information.
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5. If there are any materials to charge, click
. Fill use the drop down menu for the
Material Type, Asset, Warehouse, Item Number, Description, Quantity, Cost and Issue date.
6. Click
if needed. A search box will appear to find the asset by Asset Number or other
search criteria. Click Search. Click on the Asset # to select the one you want to add to the work
order then Click Close.
7. To Link a work order, click
. Type in the work order number or find it using the
search criteria and click Search. Choose the work order(s) by clicking in the box(s) next to the work
order you would like to link. Click Submit.
8. To Link a new work order, click
. Follow the steps on How to create a work
order. Click Save changes.
Work Order Advanced Search
1. Click Work Order, then Advanced Search. Advanced search allows us to search by
multiple criteria in each drop down field and all areas of the work order screen to
include the Procedures, Labor Charges, Materials, and Assets portals.
This is an example of how to choose multiple statuses for your advanced search.
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2. After selecting your mulitple criteria, you can save your search by clicking Save Search
at the top of the screen.
3. Type the Search Name, Description, select yes or no for Public Search (yes allows
other users to see the saved search), and click Save.
4. Now Click Search to find the work orders with the criteria selected.
Work Order Configuration
Under Work Order, the option Configuration is present. This allows us to add or make any changes
to Online Request, Priorities, Status, Categories, Locations, Cost Centers, and User-Defined Fields.
To Configure Online Request
1. Under Work Order Configuration, select Online Request
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2. To edit the Request Screen, click the pencil
3. The description, header and footer may be changed or added to. Click
4. To edit any of the fields on the right, click the wrench. Submit any changes.
5. To Add Online Request Field click
.
6. Choose the Screen Field from the drop down menu. Label Text will automatically pre-fill when the
Screen Field is selected but may be edited. Visible will make it so the requestor can see the field.
Required will force the requester to fill in the answer.
7. Click Submit.
8. Now to exit click
.
Priorities
-
To Edit a description click
.
cancels the edit and will save changes.
Click
Type in the description and fill in the Max Response and Complete Days fields. Click in Create
and Search to include the priority in the drop down menus.
Now click to add it to the list.
Status
-
To Edit a description click
Click
.
cancels the edit and
will save changes.
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-
Choose the type under standardized drop down menu and type the description. Click in the box if
you want to allow changes for this status. Click in Create and Search to include the status in the
drop down menus.
Now click to add it to the list.
Categories
-
To Edit a description click
.
cancels the edit and will save changes.
Click
Choose the type under standardized drop down menu and type the description. Click in Create
and Search to include the category in the drop down menus.
Now click to add it to the list.
Locations
-
To Edit a description click
.
cancels the edit and
will save changes.
1. Click
2. Type in location description. Click in Create and Search to include the location in the drop down
menus.
3. Now click to add it to the list.
To make changes to the Floor or Room #’s, use the drop down for the building to edit. This will bring up a
list of the floors to edit or
.
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Cost Centers
-
To Edit a description click
.
cancels the edit and will save changes.
Click
Type in the Code, description and any other information needed. Click in Create and Search to
include the cost center in the drop down menus.
Now click to add it to the list.
To Configure Email Responses
Go to Work Order, Configuration, then choose Email Responses
1. Click
2. Type in the Description of the Email response
3. Click the active box
4. Choose the status of the work order the email response is for.
5. Select the category – type of work order the email response is for.
6. Fill in the email from Address–this is typically maintenance department Supervisor or Director.
7. Fill in the email Subject. “Your work order has been completed” for example.
8. Type in the email content for the response. Example - “The maintenance department has completed
your request. Please do not reply.” Type in any other information you would like the requestor to see
(line by line). See example below.
9. Then use the Work order Field drop down menu to add the content of the information. This will
automatically add the info from the work order in the email response. Note: bordered info in red
selected from the drop down menu.
10. At the bottom, click Save changes. You can also send yourself a test email. Simply type your email
address in the box provided at the bottom and click Send Test.
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To Configure User-Defined Fields
The user-defined fields are a part of the criteria you will find when creating and/or searching work orders.
1. Go to Work Order Configuration User-Defined Fields.
2. Click
3. Type in the field to add user the drop down menu to select the Type.
4. Save then Close. The new User-Defined field will appear in the Available list to edit
or add
5. On the right, choose the Category from the drop down menu to have the new User-Defined field
connected with (Regular Work Request, Preventive Maintenance, etc.). If the Category is left
blank, the User-Defined Field will be added to all Categories.
6. Click next to the Field created. This will move the User-Defined field to the right side of the
screen seen below.
This field will now be included when creating and completing a work order.
Field Configuration
This gives the ability to configure the fields for Work orders. In the example below, the Label text can be
modified to read differently on the work orders.
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1. To the right of the screen, the all the fields under Visible are selected to show each of the Field
names.
2. Under Create, select the fields to be required when Creating a work orders.
3. Below Complete, select the fields required to fill out when Completing work orders.
4. If the field type is a Hierachy, the Levels of requirement may be selected.
a. Any – the user may select how many levels they want to answer.
b. 1 – only the first level will be required (Building for example)
c. 2 – only the first two levels will be required (Building and Floor)
d. 3 – only the first three levels will be required (Building, Floor, and Room #)
e. 4 – only the first four levels will be required (Building, Floor, Room # and Area)
f. Max – this will require the user to answer all levels of the hierarchy.
5. The required field text can be any color you choose by clicking the arrow next to Required Field Color.
This will open a color box. Select desired color and click Apply.
Note: Log out and then log back into CMS to see the changes
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How to View or Add an Attachment to a Work order
At the top of each work order is a paperclip icon (Based on who has permission to add, edit, delete, view)
1. Click to open.
2. To view the attachment, click the description. It will prompt to open or save.
3. To add an Attachment, click
4. Choose the type by using the drop down menu (Document, Image or Link).
5. Type the description of the attachment.
6. Click Browse… to find it. If it is a link, then type it in the text box.
7. Click Submit.
Note: jpg images can be selected to print with work orders.
How to view the History of a Work order change log
This will view a list of all changes applied to a work order along with the user and date/time of the update.
1. Click
at the top of the work order.
2. The Timestamp shows the date and time of the change(s), the user who made the change(s),
Object of what was changed, Event of the change(s) and Details of the change(s)
3. Click
to go back to the work order.
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How to Create an Asset
1. Click on the Asset link and Create. Below is the screen that appears:
Asset Number: This field is
required and would be the next
number in your numbering
system.
Description: Describe what the
Asset is.
Fill in the Manufacturer,
Model Number and Serial
Number if it is available.
Department: Select the
department or area needed.
Status: In Use or Out of
Service
Priority: Urgent, Within 1
Week, etc.
Asset Category: This is the
type of Asset it is for example:
Heating & Cooling, Fire
Protection, Plumbing, etc
If Asset Category is selected,
Sub Category 1 automatically
appears.
Skill: Choose the specific Skill
to complete scheduled work
orders for the Asset.
Building and/or Location:
Area the Asset is located.
**All Fields can be customized
as well as their labels.
2. The blocks with stars (*) are required to be filled in.
3. The Asset Number should be the next tag number to be placed on the piece of equipment (asset).
4. The Description should be what the asset is (HVAC unit for example). Note: see side notes for
explanation on each of the fields.
5. Fill in as much information as possible to get the most out of your reports.
6. Submit when finished.
How to Search an Asset
1. Click on the Asset link and then select Search
2. The screen provides many criteria to choose from. It looks similar to the Asset Create screen above
except it has two additional search criteria seen here.
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3. One or more areas may be filled in. This will give you a full list of all the Assets that have the same
information as you selected. (If you know the Asset #, then that is sufficient information on the page.)
4. Click Search
5. Just like the Work Order Search, you may click
to look at any specific Asset information.
Asset Configuration
Under Asset, the option Configuration is present. This allows us to add or make any changes to
Categories, Status, Locations, User-Defined Fields and Risk Manager.
Status
-
To Edit a description click
.
cancels the edit and will save changes.
Click
Choose the type under standardized drop down menu and type the description. Click in the box if
you want to allow changes for this status. Click in Create and Search to include the status in the
drop down menus.
Now click to add it to the list.
Categories
-
To Edit a description click
.
cancels the edit and will save changes.
Click
Choose the type under standardized drop down menu and type the description. Click in Create
and Search to include the category in the drop down menus.
Now click to add it to the list.
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Locations
-
To Edit a description click
-
Click
-
Type in location description. Click in Create and Search to include the location in the drop down
menus.
Now click to add it to the list.
-
.
cancels the edit and
will save changes.
To make changes to the Floor or Room #’s, use the drop down for the building to edit. This will
bring up a list of the floors to edit or
.
User-Defined Fields
The user-defined fields are a part of the criteria you will find when creating and/or searching Assets.
1. Go to Asset Configuration User-Defined Fields.
2. Click
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3. Type in the field to add user the drop down menu to select the Type.
4. Save then Close. The new User-Defined field will appear in the Available list to edit
or add
5. On the right, choose the Category from the drop down menu to have the new User-Defined field
connected with (Regular Work Request, Preventive Maintenance, etc.). If the Category is left
blank, the User-Defined Field will be added to all Categories.
6. Click next to the Field created. This will move the User-Defined field to the right side of the
screen seen below.
This field will now be included when creating an asset.
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Risk Manager
1. Click Asset Risk Manager
2. Click
. This opens a Strategy Detail Box seen below.
3. Type your strategy name and formula.
4. Click Insert. Your new strategy will appear as seen below.
5. To begin click next to the name of the strategy you wish to add questions to.
6. Click
and a Question Detail box will appear.
7. Type the order in which you want your question to appear and then your question to start with the
first letter or number in the Strategy Formula (Example: U for Utility Management).
8. Click Insert.
9. Repeat 6-8 until you have all your Strategy formula letters and/or numbers used. See example
below. (U for Utility Function, R for Risk Application, & M for Maintenance Requirements)
10. Begin at step 5 to add another question. Once you have all your questions inserted go to step 11.
11. Now click beside the Order number to add the response(s) for the question.
12. Click
. This opens a Response Detail box as seen below.
13. Type the Score Value such as 1.00 or 2.00 and a response for the question working on (the
Response should begin with the value (example: 1 Utility Communication, 2 Equip Support, etc).
14. Click Insert.
15. Repeat steps 12-13 until you have all your Responses entered for the question. See examples
below.
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16. Begin at Step 11 to add a response for the next question.
How to add a Risk # to an Asset
1. Find an asset you want to add a Risk # to.
2. Click Not Defined. This opens the Asset Risk Manager for that asset.
3. Use the drop down menu next to Risk Strategy to click the strategy of your choice. The Formula,
Default score and Risk Strategy Questions will appear as seen below.
4. Use the drop down menus next to the Questions listed to choose the Strategy responses for this
asset. The Current Formula / Score will change according to the response scores automatically.
5. Click Save Changes when finished.
6. If you want all assets in the same category to have the same risk #, then click
at the bottom. This will prompt a Caution box to make sure you want
to overwrite any existing default for this category. Click OK or Cancel.
7. Click Return to Asset. You will see the new Risk # displayed.
How to Create a Procedure
1. Click the Procedures link and then select Create
Procedure Identifier: Describe the
Asset.
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Frequency: Choose Days, Months,
Weeks or Years for the procedure.
Interval: How often you would like the
frequency to be scheduled. For
example, if the frequency is Months
then the interval can be 1 for every
month, 2 for every other month, 3 for
quarterly, etc.
Estimated Hours: How long it will
take to do the procedure.
Grace Period: How long before the
procedure is late.
Fixed Schedule: No-the next
procedure will be scheduled
according to the completion date. Yesit will be scheduled the same date
each time.
Unique Work Order: No- all
frequencies on 1 work order, Yes- all
frequencies on separate work orders.
Group Assets: No-not in a group. Yesin a group with other Assets
Group By: If Yes to Group Assets, you
may choose how to group. Example:
Bldg, Floor, Tech, etc.
Skill: Choose the specific Skill for the
procedure
Status: Active, Cancelled, Complete
or Pending
2. Procedure Identifier, Frequency, Interval, Estimated Hours and Grace
Period all should be filled in.
3. For Fixed Schedule, Unique Work Order and Group Assets, make
sure the button is on the Correct field (Yes or No).
4. Last fill in the Skill, Status, Categories and Instructions. Fill in as
much information as possible and Submit. Note: see side notes for
explanation on each of the fields.
Asset Category: This is the type of
Asset it is for example: Heating &
Cooling, Fire Protection, Plumbing,
etc
Instructions: Written procedures for
the Asset.
**All Fields can be customized as
well as their labels.
How to Search a Procedure
1. Click Procedures and then Search
2. The screen provides many criteria to choose from. One or more areas may be filled in. This will give
you a full list of all Procedures that have the same information as you selected.
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Note: see side notes for explanation on each of the fields.
For Example: Asset Category Fire Protection, Sub Category Fire Extinguisher.
Only fill in the field necessary to
complete the search.
Procedure Identifier: Describe the
Asset.
Frequency: Choose Days, Months,
Weeks or Years for the procedure.
Interval: How often the frequency is
scheduled. Example: 1 for every
month, 3 for quarterly, etc.
Estimated Hours: How long it will
take to do the procedure.
Grace Period: How long before the
procedure is late.
Fixed Schedule: No-the next
procedure will be scheduled
according to the completion date. Yesit will be scheduled the same date
each time.
Unique Work Order: No- all
frequencies on 1 work order, Yes- all
frequencies on separate work orders.
Group Assets: No-not in a group. Yesin a group with other Assets
Group By: If Yes to Group Assets, you
may choose how to group. Example:
Bldg, Floor, Tech, etc.
Asset Category: This is the type of
Asset it is for example: Heating &
Cooling, Fire Protection, Plumbing,
etc
Instructions: Written procedures for
the Asset.
3. Click Search. Once the results appear, click
Procedure.
to look at any specific
**All Fields can be customized as
well as their labels.
How to Add a Procedure Reading
1. Search for the Procedure. Once you select your procedure, the picture below will appear on the right
side of the screen.
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2. Click “Add Procedure Reading” in blue. This box below will appear.
Description: Type the question
for the reading.
Unit Label: Example Type
AMP, Hertz,LBS, PH Level, etc.
Type: Yes or No, Pass or Fail,
etc.
Enabled: Click in box to check.
This will enable the question.
Prompt order: This is the order
in which the question will
appear.
Required: The question cannot
be skipped if checked.
3. To make more procedure readings, click Another. Save or Close will go
back to the procedure screen. There you can view all the procedure
readings saved in the order specified.
Show comments: This will
create a comments box to go
with the question.
Create Work Order: This will
prompt a work order if needed.
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How to add a Procedure Schedule
1. Find the Procedure for the Asset that needs scheduled (see How to Search a Procedure). Click “Add
Procedure Schedule”
2. This box will pop up. This is another search to find an asset or group of assets to schedule. For
group it may be easiest to search by Description or Categories. Click Search.
3. The following screen shot will be the result of a search for a group of assets to schedule.
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4. In the screen shot above, there is a list of assets from the search results. Choose the assets to
assign to the procedure schedule by checking the boxes next to the asset number. If you want all
assets assigned then check the box next to “Asset No.”. This will automatically check all the boxes.
5. Choose the Next Due date, Frequency, etc. Note: If you wish for all the assets to come out on 1 work
order, select Yes for Group. Groups can also be selected by location in the drop down menu next to
“Group By”.
6. Exception Range is the dates for a seasonal PM not to generate. Choose start and end months for
the procedure not to generate.
7. Work order Settings should already be prefilled with the information on the Procedure when it was
created.
8. Assignments can be added at this time if the same person(s) will be completing the procedure.
a. Select name from drop down menu
b. Click
.
c. Repeat a and b for additional assignments.
Note: Any name can be removed by clicking
added.
next to name. More than one assignment can be
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9. Save. Cancel if you do not want to save any changes. < Go Back to do another Asset Look Up. Any
asset that was selected to be assigned to the procedure schedule will appear on the Procedure
Schedule list as shown below.
How to Add a Procedure to an Asset
1. Search for the Asset to assign a Procedure.
2. Click “add procedure” in blue.
3. Next search the procedure. Note: if the search is left blank, a list of all procedures will appear.
4. A box like this will appear below the Search if there is a procedure for the criteria entered. Click on
the procedure needed (more than 1 may be listed).
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The procedure is now added to the Asset and may be deleted if necessary. Also, more than 1
procedure can be added to an Asset. Click “delete” in blue to remove a procedure.
How to create a new User
1. Click User link and Create
2. Fill in the User Name (login name), First Name, Last Name, Customer Segment (Facility), Category,
Trade, Status, Role, Email (in case the password is forgotten), Password, and Password Confirm.
3. Click Submit.
4.
5.
6.
7.
On the right side of the screen, click
Type in or use the Calendar icon to enter the Effective Date
Type in the rate (20.00 for example)
Click Submit
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User Search
1. Click User link and then Search
2. At the top is a quick search option (search string is a text box to type in the search criteria such as the
first name of any user) and below is the list of users for the Facility.
3. Click the pencil to view/edit a user’s information.
Reset User Password
1.
2.
3.
4.
5.
Follow the instructions to Search for a user above.
Click the pencil next to the user’s name.
At the bottom of the user’s information, click Reset Password.
The following box will appear. Type in a temporary password to give the user.
Click OK.
Note: If you get *required information in the user’s info area, this must be filled out and submitted. Then
click Reset Password again. Click OK. You should get a message like the following:
The password has been reset to (password). Please advise the user to change the password as soon as they log in successfully.
User Configuration
Click User link and select Configuration. Next select Status, Types or Trades.
-
To Edit a description click
.
cancels the edit and will save changes.
Click
to add a new record.
Choose the type under standardized drop down menu and type the description. Click in Create
and Search to include the category in the drop down menus.
Now click to add it to the list.
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How to Search a Report
1. Click Report link and select Search
2. To search all reports, leave the criteria blank. Click Search
3. A search can be done by Report Name, Description, and/or Module. Under Module, a particular
report for Assets, Work Orders, Procedures or Time Charges can be selected.
4. The following screen is Report Search results. Report Module: Work Orders was selected. Here you
can select a report by clicking on the report name.
5. Next fill in the beginning and end dates for the time frame you would like the report to cover. Click
View Report.
6. Once the report is up, at the top of the page you can choose to export your information to Excel for
example. Select your format then click Export.
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7. Note: In the Report Search results, if the plus sign button is selected, it will automatically save the
Report Name on your MyCMS page under My Reports (bottom right). Click
if you want to remove
it from My Reports.
Password Change
1. Click Admin on left menu and select Change Password.
2. Type Current Password, New Password, and Confirm New Password.
3. Click Change Password.
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How to Create a Survey for Work Orders
1. Click Admin on left menu and select Survey Configuration
2. Click
3. Fill in Survey information and Save Survey
Description: Type the
description of the survey.
-------------------------------------Survey Header: Type the
header of the survey.
-------------------------------------Active: Check the button if the
Survey should be active.
-------------------------------------Type: Choose the type of Work
order the survey should be
attached to.
-------------------------------------Status: Choose the status the
survey should be attached to
(usually complete).
-------------------------------------Email from address: Type the
from email address.
-------------------------------------Email Subject: Type the subject
for the email.
-------------------------------------Email Header: Type the header
for the email.
-------------------------------------Email Footer: Type in the
footer if any.
4. Once saved, click
on the right side of the screen.
5. Type the question and then select Type (Text, Radio Buttons, & Slider). Below are the examples of
Slider and Radio Buttons.
6. Submit
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Creating Materials
1.
2.
3.
4.
5.
6.
7.
8.
Click Materials on the left menu and select Create.
Type in the Material Number. This can be letters and numbers.
Type in the Description of the Material
Choose the status and category using the drop down menus.
Select the Issue UOM: Box, Each, Foot, Gallon, etc.
Select the Order UOM: Box, Each, Foot, Gallon, etc.
Order UOM Factor is the amount per the Order UOM.
Type in the Minimum Order Quantity and the Average Cost. Submit
Materials Search
1. Click Materials on the left menu and select Search.
2. Narrow your search by using the fields Material Number, Description, Status and/or Category. If
you want to see all materials, leave the fields blank.
3. Click Search
4. To look at or edit a material click the pencil
next to it.
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Materials Issue
1.
2.
3.
4.
5.
6.
7.
8.
Click Materials on the left menu and select Issue.
Select Issue To: using the drop down menu as seen below for an example.
Once this is selected you will be given another field to select or type in required information.
Next select the material type: either Stock or Non-stock. If Stock is selected then the Warehouse
and Item number will be required fields. If Non-stock is selected, then only the description is
needed.
The Unit cost for Stock items will pre-fill in the field but the Cost for Non-stock items will need to
be filled in.
Type in the Quantity to be issued.
The issue date is automatically the current day but can be changed using the calendar or typing it
in.
Select if the item is Billable: Yes or No. Now submit.
How to add an Attachment to a Work order, Asset, User, or Materials
1. Click to open.
2. To view the attachment, click the description. It will prompt to open or save.
3. To add an Attachment, click
4. Choose the type by using the drop down menu (Document, Image or Link).
5. Type the description of the attachment.
6. Click Browse… to find it. If it is a link, then type it in the text box.
7. Click Submit.
Note: jpg images can be selected to print with work orders.
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Web Request Screen
This screen shot is the web request screen for anyone outside the department to submit a request.
This insures that all the correct information is included for the work order.
In the Web request screen you will find Asterisks *. These are required fields (Charge Acct No is also
required). Any recent work orders submitted will show at the bottom of the page.
Using the drop down menu for Common Problems will automatically fill in the Service Requested
field. If none of those apply, leave it blank.
The Search request tab at the top will allow anyone to look up previous request.