MP2 Enterprise 6.0 Oracle User`s Guide

USER’S GUIDE
6.0 ORACLE EDITION
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Datastream Systems, Inc.
50 Datastream Plaza
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Printed in the United States of America.
May 2000
MP2 Enterprise 6.0 Oracle User’s Guide
2030-000032-0003-0 Rev. C
CUSTOMER SERVICES
IN THIS SECTION
!
Technical Support
!
Consulting
!
Datastream Offices
!
Datastream Internet Addresses
!
Training
!
Billing Questions
!
Software Returns
III
Technical Support
Datastream’s technical support analysts can assist you over the telephone with your
software. When your TechSupport Subscription expires, you may renew it with
Datastream.
A standard Bronze TechSupport Subscription provides you with the following services.
!
Telephone Support—Datastream toll-free telephone support is available 24 hours a
day, 365 days a year by calling 1-800-365-6775. The technical support fax number is
1-864-422-7543. If you are not in the United States, call 1-864-422-5001 to get the
toll-free number for your country.
!
Remote Support (Meeting Center)—Datastream’s technical support representatives
access the customer’s computer system via a web address for problem diagnosis and
correction. The customer must have access to the Internet before this service can be
applied.
Software Updates—Datastream notifies all supported customers of software updates
including problem corrections and/or product enhancements. This service includes
same-platform changes only. If custom work is involved, customers need to contact
the Datastream Custom Department prior to upgrading their software.
!
!
Internet Access to Technical Support—Questions about Datastream software may be
submitted via email to [email protected]. Customers can use Datastream’s website,
www.dstm.com, to access product information and the company newsletter and to
request product enhancements and fixes.
!
Online Datastream Web Analyst—This web-based diagnostic tool is available via the
Datastream website at www.dstm.com. This utility allows users to self diagnose
problems using a decision tree based on the Datastream Support Knowledge Base.
Support incidents may also be created through this utility.
To renew your TechSupport subscription or to upgrade your subscription to Gold,
Platinum, or Platinum Plus, call Datastream and ask for Support Sales. Refer to
“Datastream Offices” later in this section.
Important:
Datastream provides telephone assistance but cannot guarantee data recovery or
provide data reentry if your data is corrupt. Back up all data to prevent loss.
Consulting
Datastream’s Professional Services Group consists of maintenance professionals who will
consult with you on site. They can help you set up and implement your new software and
then prepare your employees to operate the software efficiently. For more information
about Datastream’s consulting services, contact your Datastream Sales Representative.
Refer to “Datastream Offices” or “Datastream Internet Addresses” later in this section.
Datastream Offices
IV
CUSTOMER SERVICES
U.S. Corporate
China
Mexico
Datastream Systems, Inc.
50 Datastream Plaza
Greenville, SC 29605 USA
Phone: 1-864-422-5001
Fax: 1-864-422-5000
Datastream Systems China
1109 Pudong Holiday Inn
#899 Dong Fang Road, Pudong
Shanghai, 200122 P.R.C.
China
Phone: 86 21 5081 4485
Fax: 86 21 5081 5662
Datastream Systems de México
Paseo de la Reforma 408 1p
Col Juarez
C.P 06600
México D.F.
México
Phone: 52 (5) 208 4486
Fax: 52 (5) 208 4588
Argentina
Datastream-Computec
Humberto Primo 151
C1103ACC
Buenos Aires
Argentina
Phone: 54 (11) 4300 8008
Fax: 54 (11) 4361 8282
Australia
Datastream Systems Pty Ltd.
Yamco House
Level 1
56 Little Edward Street
Spring Hill, QLD 4000
Australia
Phone: 61 7 3831 8744
Fax: 61 7 3831 8623
Brazil
Datastream Systems Do Brasil
Ltda
R. Arizona 1349 - Cj.4A
Sao Paulo, SP - 04567-003
Phone: 55 11 5505 9225
Fax: 55 11 5505 9225
France
Datastream SA
Paris (sales & headquarters)
ZAC des Deux Gares
34 Avenue Franklin Roosevelt
92150 Suresnes
France
Phone: 33 (0) 1 46 25 59 60
Fax: 33 (0) 1 46 25 59 69
Germany
Datastream Systems GmbH &
Co. KG
Munich (headquarters)
Scherbaumstraße 33
81737 München
Germany
Phone: 49 (0) 89 67 00 48 0
Fax: 49 (0) 89 67 00 48 46
Japan
Datastream Systems, Inc.
602 Bureau Ichibancho
4-22 Ichibancho
Chiyoda-ku,Tokyo 102-0082
Japan
Phone: 81 3 5215 3774
Fax: 81 3 5215 3779
Singapore
Datastream-SIS Pte Ltd.
315 Alexandra Road
#05-03 Performance Centre
Singapore 159944
Phone: 65 474 0988
Fax: 65 474 9788
The Netherlands
Datastream Systems B.V.
Groothandelsgebouw, Entrance E
Conradstraat 18
3013 AP Rotterdam
The Netherlands
Phone: 31 (0) 10 2064700
Fax: 31 (0) 10 2064701
United Kingdom
Datastream Systems (UK) Ltd.
First Floor
10 Stoke Gardens
Slough
Berkshire SL1 3QQ
England
Phone: 44 (0) 1753 896600
Fax: 44 (0) 1753 896601
Datastream Internet Addresses
Contact Datastream Systems via the following Internet addresses.
!
Support
[email protected]
!
Sales
[email protected]
!
Training
[email protected]
!
Documentation
[email protected]
CUSTOMER SERVICES
V
!
World Wide Web
www.dstm.com
Training
Datastream offers a full range of programs at our training centers in Greenville, SC;
Irvine, CA; Chicago, IL; Woodbridge, NJ; and Dallas, TX. Datastream also offers
regional training classes throughout the year at various international locations including
the United States, Canada, and Mexico. For more information about Datastream’s training
services, visit the Training website at www.dstm.com/training, or contact your Datastream
Sales Representative. Refer to “Datastream Offices” or “Internet Addresses” earlier in this
section.
Billing Questions
Call Datastream and ask for Accounts Receivable if you have questions regarding your
invoice. Refer to “Datastream Offices” earlier in this section.
Unless you have previously negotiated other payment terms, Datastream must receive
payment within 30 days of your receipt of the software and documentation.
Datastream charges accounts that are not paid within 30 days an interest rate of 1.5% per
month. Accounts left unpaid after 60 days are not eligible for technical support until the
account is settled.
Software Returns
Datastream’s software is backed by a thirty- (30) day money back guarantee. You may
return the software for a full refund within thirty (30) days of purchase. Equipment returns
may be subject to a restocking fee. Contact your Datastream Sales Representative for
more information. Refer to “Datastream Offices” or “Datastream Internet Addresses”
earlier in this section.
VI
CUSTOMER SERVICES
CONTENTS
1 ! Introduction ............................................................................................... 1
New Features ................................................................................................................................... 2
MP2 Modules.................................................................................................................................... 4
MP2 Documentation Set ................................................................................................................... 6
Organization.................................................................................................................................. 6
Conventions .................................................................................................................................. 6
Adobe Acrobat Files ...................................................................................................................... 7
MP2 Wizards .................................................................................................................................... 7
MP2 Sample Data............................................................................................................................. 7
Tips of the Day ................................................................................................................................. 7
MP2 Help.......................................................................................................................................... 8
2 ! Basics...................................................................................................... 9
Starting MP2................................................................................................................................... 10
Operating the MP2 Main Window ................................................................................................... 11
Menu Bar..................................................................................................................................... 11
Quick Access Bar ........................................................................................................................ 12
Toolbar ........................................................................................................................................ 12
Hot Keys...................................................................................................................................... 14
Keyboard Shortcuts..................................................................................................................... 14
Customizing the MP2 Desktop........................................................................................................ 15
Customizing Field and Form Colors ............................................................................................ 15
Customizing the Quick Access Bar.............................................................................................. 16
Customizing the Toolbar.............................................................................................................. 17
Data Entry ...................................................................................................................................... 18
Printing Data Collection Forms .................................................................................................... 18
Guidelines for Entering Data ....................................................................................................... 18
Entering Data in Sequence.......................................................................................................... 18
Forms ............................................................................................................................................. 20
Form Toolbar............................................................................................................................... 21
Switching Among Open Forms .................................................................................................... 22
VII
Opening Previously Opened Forms............................................................................................. 22
Viewing Information in List View and Record View ...................................................................... 22
Selecting Items............................................................................................................................ 24
Saving the Layout of Forms......................................................................................................... 24
Closing Forms and Dialog Boxes ................................................................................................ 25
Records .......................................................................................................................................... 25
Inserting Records ........................................................................................................................ 25
Editing Records ........................................................................................................................... 26
Copying and Pasting Records ..................................................................................................... 26
Searching for Records................................................................................................................. 27
Filtering Records ......................................................................................................................... 27
Defining New Filters .............................................................................................................. 27
Modifying Filters .................................................................................................................... 29
Applying and Removing Filters .............................................................................................. 29
Deleting Filters ...................................................................................................................... 30
Sorting Records........................................................................................................................... 30
Sorting Records by an Individual Field .................................................................................. 30
Sorting Records by Multiple Fields ........................................................................................ 31
Attaching Multimedia Files........................................................................................................... 31
Deleting Records......................................................................................................................... 32
Record Locking ........................................................................................................................... 32
Fields.............................................................................................................................................. 33
Entering Information into Fields ................................................................................................... 33
Adding Information to User-defined Fields................................................................................... 34
Rearranging and Resizing Fields................................................................................................. 34
Entering Dates into Fields ........................................................................................................... 34
Entering Times into Fields ........................................................................................................... 35
Lookup Forms................................................................................................................................. 35
Selecting Values from Standard Lookup Forms........................................................................... 35
Selecting Values from Multiple-record Lookup Forms ................................................................. 36
Changing the Home Site, Purchasing Center, and Warehouse ...................................................... 37
Saving Files .................................................................................................................................... 38
Exiting MP2 .................................................................................................................................... 39
3 ! Labor ..................................................................................................... 41
Entering Initial Labor Information .................................................................................................... 42
Creating Employee Records ........................................................................................................... 42
Adding Employee Information...................................................................................................... 42
Adding Training Information ........................................................................................................ 43
Adding Wage Information ............................................................................................................ 44
Entering Attendance Exceptions..................................................................................................... 45
Purging Timekeeping Records........................................................................................................ 46
VIII
CONTENTS
4 ! Vendors and Manufacturers ...........................................................................47
Entering Initial Vendor Information.................................................................................................. 48
Creating Vendor Lists.................................................................................................................. 48
Entering Exchange Rate Information........................................................................................... 48
Entering Tax Information ............................................................................................................. 49
Creating Vendor Records ............................................................................................................... 51
Adding Vendor Information.......................................................................................................... 51
Adding Items Supplied by Vendors.............................................................................................. 52
Specifying the Ordering Method .................................................................................................. 52
Adding Vendor Notes .................................................................................................................. 53
Adding Representative Information ............................................................................................. 54
Viewing Active Purchase Orders .................................................................................................... 55
Viewing Purchase Order Statistics.................................................................................................. 55
Creating Manufacturer Records...................................................................................................... 56
Adding Manufacturer Information ................................................................................................ 56
Adding Manufacturer Notes......................................................................................................... 57
5 ! Equipment................................................................................................59
Entering Initial Equipment Information ............................................................................................ 60
Creating Location and Sub-location Records.................................................................................. 60
Creating Equipment Records.......................................................................................................... 62
Adding Equipment Information .................................................................................................... 62
Adding Financial Information ....................................................................................................... 63
Adding Safety Information ........................................................................................................... 64
Managing Spare Parts .................................................................................................................... 64
Creating Spare Parts Lists........................................................................................................... 65
Adding Spare Parts Lists to Equipment Records ......................................................................... 65
Updating Spare Parts Lists.......................................................................................................... 66
Viewing Spare Parts Availability .................................................................................................. 67
Recording Meter Readings ............................................................................................................. 68
Adding Meter Information ............................................................................................................ 68
Updating Meter Readings............................................................................................................ 69
Creating Component Hierarchies.................................................................................................... 70
Managing Service Contracts........................................................................................................... 72
Creating Service Contract Records ............................................................................................. 72
Adding Service Contracts to Equipment Records ........................................................................ 73
Recording Service Contract Payments........................................................................................ 73
Viewing Equipment Covered Under Service Contracts................................................................ 74
Creating Nameplate Records and Equipment Variables ................................................................. 75
Creating Nameplate Records ...................................................................................................... 75
Entering Nameplate Information .................................................................................................. 76
Creating Equipment Variable Records ........................................................................................ 77
Entering Equipment Variable Information .................................................................................... 78
Editing and Viewing Nameplates and Equipment Variables ........................................................ 79
CONTENTS
IX
Analyzing Equipment Failure .......................................................................................................... 79
Creating the Equipment Failure Tree........................................................................................... 79
Adding Reasons and Sub-reasons for Outage ...................................................................... 79
Adding Solutions ................................................................................................................... 80
Navigating the Equipment Failure Tree ....................................................................................... 80
Modifying the Equipment Failure Tree ......................................................................................... 82
Troubleshooting Equipment Failure............................................................................................. 83
Calculating Equipment Maintenance Costs .................................................................................... 84
Calculating Total Equipment Costs.............................................................................................. 84
Calculating Asset Values............................................................................................................. 84
Viewing Equipment History ............................................................................................................. 85
6 ! Inventory ................................................................................................. 87
Entering Initial Inventory Information............................................................................................... 88
Creating Inventory Records ............................................................................................................ 88
Adding Inventory Information....................................................................................................... 88
Adding Stock Information ............................................................................................................ 89
Adding Ordering Information ....................................................................................................... 90
Editing Unit Cost Information....................................................................................................... 91
Specifying Substitute Items ......................................................................................................... 92
Assigning Vendors to Items......................................................................................................... 92
Adding Specifications and Notes ................................................................................................. 93
Receiving Inventory Items .............................................................................................................. 94
Viewing Inventory Availability.......................................................................................................... 95
Printing Inventory Item Labels ........................................................................................................ 96
Checking Out Inventory Items......................................................................................................... 96
Returning Inventory Items............................................................................................................... 98
Checking Out and Returning Multiple Inventory Items .................................................................... 99
Adjusting Stock Levels.................................................................................................................. 100
Moving Items Within a Warehouse ............................................................................................... 101
Moving Items Between Warehouses............................................................................................. 102
Counting Inventory ....................................................................................................................... 103
Step 1: Printing Counting Sheets and Counting Inventory ......................................................... 103
Step 2: Entering and Posting Counts......................................................................................... 103
Step 3: Printing the Adjustment Report...................................................................................... 104
Viewing Reserved Parts ............................................................................................................... 105
Viewing Warehouse Information ................................................................................................... 105
Calculating Inventory Usage ......................................................................................................... 106
Calculating Inventory Costs .......................................................................................................... 107
Performing ABC Analysis ............................................................................................................. 107
Classifying Inventory Items........................................................................................................ 108
Interpreting ABC Analysis Reports ............................................................................................ 109
Performing EOQ Analysis............................................................................................................. 109
Viewing Inventory Transaction History.......................................................................................... 111
X
CONTENTS
7 ! Scheduling ............................................................................................. 113
Scheduling Sites ........................................................................................................................... 114
Specifying the Normal Site Work Week ..................................................................................... 114
Specifying Site Scheduling Exceptions...................................................................................... 115
Scheduling Employees ................................................................................................................. 116
Specifying Regular Employee Hours ......................................................................................... 116
Specifying Single-Day Employee Scheduling Exceptions.......................................................... 117
Specifying Multiple-Day Employee Scheduling Exceptions ....................................................... 118
Recording Equipment Downtime for Reference ............................................................................ 119
Scheduling Work Orders............................................................................................................... 120
Projecting the Work Order Schedule ......................................................................................... 120
Viewing the Work Order Schedule............................................................................................. 120
Scheduling, Rescheduling, and Unscheduling Work Orders...................................................... 122
Viewing Labor Utilization ........................................................................................................... 122
Assigning Labor to Work Orders ............................................................................................... 123
Filtering Labor Information......................................................................................................... 124
Printing Work Orders................................................................................................................. 124
8 ! Tasks.................................................................................................... 125
Planning Preventive Maintenance Systems .................................................................................. 126
Planning In-Service Tasks......................................................................................................... 126
Planning Multiple-Equipment Tasks .......................................................................................... 126
Planning Shadowed Tasks ........................................................................................................ 127
Planning Metered Tasks............................................................................................................ 129
Scheduling Tasks by One Meter.......................................................................................... 129
Scheduling Tasks by Multiple Meters .................................................................................. 129
Scheduling Tasks by Meter and Date.................................................................................. 129
Creating Task Instruction Lists...................................................................................................... 130
Creating Task Records ................................................................................................................. 131
Adding Task Information............................................................................................................ 131
Adding Detailed Information ...................................................................................................... 133
Adding Parts Information ........................................................................................................... 134
Adding Shadow Information ...................................................................................................... 134
Recalculating Labor Hours ........................................................................................................... 135
Recalculating Task Durations ....................................................................................................... 136
Projecting Tasks for the Year........................................................................................................ 137
9 ! Work Requests ........................................................................................ 139
Creating Tenant Records.............................................................................................................. 140
Creating and Submitting Call-in Requests .................................................................................... 141
Viewing Tenant Request Status.................................................................................................... 142
Creating On-site Request Records ............................................................................................... 143
Approving On-site Requests ......................................................................................................... 144
Editing On-site Request History.................................................................................................... 144
Removing On-site Request History............................................................................................... 145
CONTENTS
XI
10 ! Work Orders ........................................................................................... 147
Entering Initial Work Order Information......................................................................................... 148
Generating Work Orders............................................................................................................... 148
Selecting Records for Generation.............................................................................................. 149
Sorting Records for Generation ................................................................................................. 150
Projecting Available Craft Hours................................................................................................ 151
Selecting Work Orders to Release ............................................................................................ 151
Determining Scheduled Start Dates .......................................................................................... 152
Creating Project Records.............................................................................................................. 153
Creating Work Order Records ...................................................................................................... 154
Adding Work Order Information ................................................................................................. 154
Adding Equipment and Location Information ............................................................................. 155
Adding Employee Labor Information ......................................................................................... 156
Adding Contract Labor Information............................................................................................ 156
Adding Required Parts .............................................................................................................. 157
Adding Scheduling Information.................................................................................................. 157
Adding Comments..................................................................................................................... 158
Refreshing Work Priority............................................................................................................... 159
Printing Work Orders .................................................................................................................... 159
Printing Individual Work Orders ................................................................................................. 159
Printing Multiple Work Orders.................................................................................................... 160
Updating Information Before Closing ............................................................................................ 160
Updating Individual Work Orders............................................................................................... 160
Updating Multiple Work Orders ................................................................................................. 161
Updating Meter Readings.......................................................................................................... 162
Updating Contract Labor Information......................................................................................... 163
Viewing Work Order Costs ........................................................................................................... 163
Closing Work Orders .................................................................................................................... 164
Closing Individual Work Orders ................................................................................................. 164
Closing Multiple Work Orders.................................................................................................... 165
Editing Work Order History ........................................................................................................... 165
Calculating Work Order Productivity ............................................................................................. 166
Exporting Work Orders to Microsoft Project .................................................................................. 167
Step 1: Exporting Work Orders to Comma Delimited Files ........................................................ 167
Step 2: Importing Comma Delimited Files into Microsoft Project ............................................... 168
Table Relationships............................................................................................................. 169
Sample Imported Files......................................................................................................... 170
Inserting the Text 1 Column (Optional) ................................................................................ 170
Step 3: Updating the Microsoft Project Export Table Format (Optional) .................................... 171
XII
CONTENTS
11 ! Quotations ............................................................................................. 175
Generating Quotations.................................................................................................................. 176
Creating Quotation Records ......................................................................................................... 177
Printing Quotations ....................................................................................................................... 179
Printing Individual Quotations .................................................................................................... 179
Printing Multiple Quotations....................................................................................................... 179
Generating Requisitions from Quotations ..................................................................................... 179
Purging Quotations ....................................................................................................................... 180
12 ! Requisitions ........................................................................................... 181
Guidelines for Generating Requisitions......................................................................................... 182
Generating Requisitions ............................................................................................................... 182
Creating Requisition Records ....................................................................................................... 183
Calculating Requisition Costs ....................................................................................................... 185
Managing Requisition Approval .................................................................................................... 185
Pre-approving Requisitions ....................................................................................................... 186
Approving Requisitions.............................................................................................................. 187
Unapproving Requisitions.......................................................................................................... 187
Selecting the Purchasing Vendor.................................................................................................. 187
Printing Requisitions ..................................................................................................................... 188
Printing Individual Requisitions.................................................................................................. 188
Printing Multiple Requisitions .................................................................................................... 188
Adding Requisition Line Items to Purchase Orders....................................................................... 189
Removing Requisition Line Items from Purchase Orders.............................................................. 190
Viewing Receipt Information ......................................................................................................... 190
Viewing Return Information........................................................................................................... 191
13 ! Purchase Orders ...................................................................................... 193
Entering Initial Purchase Order Information .................................................................................. 194
Generating Purchase Orders ........................................................................................................ 194
Creating Purchase Order Records................................................................................................ 195
Adding Purchase Order Information .......................................................................................... 195
Adding Line Item Information..................................................................................................... 196
Adding Order Information .......................................................................................................... 197
Editing Purchase Order Addresses ........................................................................................... 198
Adding Tax Information ............................................................................................................. 199
Creating Blanket Purchase Orders ............................................................................................... 200
Step 1: Setting Up Blanket Purchase Orders............................................................................. 200
Step 2: Generating Requisitions for Blanket Purchase Orders .................................................. 201
Step 3: Approving Requisitions for Blanket Purchase Orders.................................................... 201
Step 4: Generating Blanket Purchase Orders............................................................................ 202
Changing the Purchase Order Status ........................................................................................... 202
Calculating Purchase Order Costs................................................................................................ 203
CONTENTS
XIII
Printing Purchase Orders ............................................................................................................. 204
Printing Individual Purchase Orders .......................................................................................... 204
Printing Multiple Purchase Orders ............................................................................................. 204
Faxing Purchase Orders............................................................................................................... 205
Step 1: Installing the Fax Program ............................................................................................ 205
Step 2: Entering the Fax Program Name................................................................................... 205
Step 3: Setting up Vendor Information....................................................................................... 205
Step 4: Faxing Purchase Orders ............................................................................................... 205
Receiving Line Items .................................................................................................................... 206
Returning Line Items..................................................................................................................... 207
Setting the Invoice Number........................................................................................................... 209
Viewing Line Item Status .............................................................................................................. 209
Viewing Line Item Status Audit History ......................................................................................... 210
Viewing Purchase Order Revisions .............................................................................................. 210
Closing Purchase Orders.............................................................................................................. 212
Closing Individual Purchase Orders .......................................................................................... 212
Closing Selected Purchase Orders............................................................................................ 212
Closing Completed Purchase Orders ........................................................................................ 213
Editing Purchase Order History .................................................................................................... 213
Editing Purchase Order Receipt History ....................................................................................... 214
14 ! Asset Management ................................................................................... 217
Entering Initial Asset Information .................................................................................................. 218
Generating Asset Locations.......................................................................................................... 218
Creating Asset Location Records ................................................................................................. 219
Generating Asset Numbers........................................................................................................... 219
Creating Asset Records................................................................................................................ 220
Viewing Assets for Each Location................................................................................................. 221
Counting Assets ........................................................................................................................... 221
Step 1: Printing Counting Sheets............................................................................................... 221
Step 2: Entering and Posting Counts......................................................................................... 222
Step 3: Printing the Adjustment Report...................................................................................... 222
15 ! Budgeting .............................................................................................. 223
Analyzing Budgets ........................................................................................................................ 224
Printing Budget Reports and Graphs ............................................................................................ 225
Clearing the Current Budget ......................................................................................................... 225
16 ! Statistical Predictive Maintenance................................................................. 227
Creating SPM Records ................................................................................................................. 228
Recording SPM Readings............................................................................................................. 230
Generating Work Orders Using SPM Limits.................................................................................. 231
Viewing Daily Averages ................................................................................................................ 231
Calculating Means and Standard Deviations ................................................................................ 232
Purging SPM Readings ................................................................................................................ 232
XIV
CONTENTS
17 ! Reports, Graphs, and Labels........................................................................ 235
General Procedures for Reports, Graphs, and Labels .................................................................. 236
Selecting Reports, Graphs, or Labels........................................................................................ 236
Specifying Page Layout and Print Information........................................................................... 236
Selecting Records ..................................................................................................................... 238
Sorting Records......................................................................................................................... 239
Selecting the Sites, Purchasing Centers, or Warehouses.......................................................... 240
Previewing Report, Graph, and Label Data ............................................................................... 241
Previewing Reports and Labels ................................................................................................. 241
Changing the Printer ................................................................................................................. 242
Printing Reports, Graphs, and Labels........................................................................................ 242
Exporting Reports, Graphs, and Labels..................................................................................... 242
E-mailing Reports, Graphs, and Labels ..................................................................................... 243
Opening Existing Reports, Graphs, and Labels ......................................................................... 245
Reports......................................................................................................................................... 246
Selecting Report Fields ............................................................................................................. 246
Customizing Report Headers and Footers................................................................................. 247
Report List................................................................................................................................. 248
Assets ................................................................................................................................. 248
Equipment ........................................................................................................................... 248
Inventory ............................................................................................................................. 250
Labor ................................................................................................................................... 253
Purchasing .......................................................................................................................... 253
Scheduling .......................................................................................................................... 256
Statistical Predictive Maintenance ....................................................................................... 257
Tasks .................................................................................................................................. 257
Work Requests.................................................................................................................... 258
Work Orders........................................................................................................................ 261
Graphs.......................................................................................................................................... 265
Selecting the Graph Type.......................................................................................................... 265
Specifying Graph Options and Titles ......................................................................................... 266
Previewing Graphs .................................................................................................................... 267
Graph List.................................................................................................................................. 267
Scheduling .......................................................................................................................... 267
Statistical Predictive Maintenance ....................................................................................... 268
Work Requests.................................................................................................................... 268
Work Orders........................................................................................................................ 269
Equipment ........................................................................................................................... 270
Labels........................................................................................................................................... 270
Modifying Label Layouts............................................................................................................ 270
Selecting Label Formats............................................................................................................ 271
Customizing Label Dimensions ................................................................................................. 272
CONTENTS
XV
Work Order Analysis and Inventory Analysis Graphs.................................................................... 273
Analysis Types .......................................................................................................................... 273
Pareto.................................................................................................................................. 273
Time Series ......................................................................................................................... 274
Categorical .......................................................................................................................... 275
Histogram............................................................................................................................ 275
Creating Inventory Analysis and Work Order Analysis Graphs.................................................. 276
Appendix A: Field Definitions............................................................................. 279
Appendix B: Filter Operators.............................................................................. 331
Appendix C: Forms and Dialog Boxes ................................................................... 333
Forms ........................................................................................................................................... 333
Dialog Boxes ................................................................................................................................ 335
Glossary ..................................................................................................... 339
Index ......................................................................................................... 349
XVI
CONTENTS
1 ! INTRODUCTION
MP2 is an enterprise asset management (EAM) software application that controls
maintenance operations. MP2 allows for long-term growth of any size operation. With
MP2, either create work orders immediately, or completely build the database before
creating work orders, optimizing the program’s work order generation and reporting
capabilities.
IN THIS CHAPTER
!
New Features
!
MP2 Modules
!
MP2 Documentation Set
!
MP2 Wizards
!
MP2 Sample Data
!
Tips of the Day
!
MP2 Help
1
New Features
This list describes the new features added for this version of MP2.
Global
! Support for Oracle 8i (8.1.6)
!
Support for Windows 2000
!
Microsoft ODBC driver for Oracle 2.7.3 (70% improved performance on a WAN)
!
Site-specific records
!
Use of temporary tablespace for reports and procedures
!
Record count capability
!
WAN performance improvement
!
Applications Programming Interface (API)—Additional API for labor, which is
called Human Resource Interface (HRI)
!
Ditto toolbar button—Copy data from the previous record’s field when MP2 displays
information in a tabular format.
!
MP2 Designer—Create new tables and add fields to MP2 tables. Create new forms
and add fields to these forms so that you can view, insert, delete, or update data.
!
Euro Currency Conversion—Set up your database for compatibility with the
European Union’s currency.
!
iProcure toolbar button—Invokes a menu from which users can access one of
Datastream’s new electronic commerce interfaces: BizSurplus, SpotBuy, and
iProcure, as well as an option to access Datastream’s website.
Installation
! Multi-site use of a single MP2 installation across a WAN
!
Automatic client upgrade
Security
! Two-level, multi-site security
!
Customization of user-added required fields
!
Security reports
!
Quick role assignment option
!
Option to print a list of audited users
Equipment
! View option for nameplates and equipment variables
!
2
Performance improvement for the Location lookup and Failure Analysis forms
1 ! INTRODUCTION
Inventory
! Multimedia file attachments to vendor records
!
User-defined fields for vendor records
!
Expanded field lengths for Vendor ID, vendor Name, and Payment Terms
!
Warehouse inventory control
!
Validation of inventory locations
!
Additional account codes for inventory records
Scheduling
! New field, Assigned, added to all pages of the Work Order Scheduling form (except
the Unapproved Requests page)
!
New field, Comments, added to all pages of the Work Order Scheduling form
!
Light bulb button added to the Work Order Scheduling form, which displays
employee and craft information, work dates, and estimated hours
Work Orders
! Site-specific projects
!
User-defined fields for work orders
!
Generation of work orders for multiple-equipment in-service tasks for each inservice equipment
!
Batch work order update
!
Option to include RFO (Reason for Outage) code at the work order level
Purchasing
! Multi-site purchasing control
!
Multimedia file attachments to quotation, requisition, and purchase order records
Reports, Graphs, and Labels
! Performance improvement for several equipment reports
!
Reports for on-time delivery of work orders, by craft and by employee
!
Performance improvement for several work order reports
!
Purchasing Commitment report
!
Performance improvement for the Purchasing Item Journal report
!
Option to print duplicate labels per page
1 ! INTRODUCTION
3
Utilities
! Customization of audit trail; track changes to any MP2 record
!
Removal of obsolete temporary data and views
!
User interface for scheduling automated jobs
!
Inventory cost import
!
Conversion from MP2 5.0 SQL Server Edition
!
Utility for archiving and restoring inventory, purchase order, purchase order revision,
and work order history
Add-Ons
! Barcode—Location-based work orders; addition of site, warehouse, and purchasing
center; workflow improvement
!
PagerLink—Paging for creation, approval, and/or deletion of on-site requests
!
MP2 Financial Integration—Additional inbound queues and functions
!
MP2 Financial Integration—Additional outbound queue for work order labor
MP2 Modules
This table outlines MP2 modules.
Modules
Description
Assets
Track location and quantities of all assets, not just those assets
requiring maintenance.
Refer to Chapter 14: Asset Management.
Budget
Track projected and actual costs, and then analyze
discrepancies between these costs.
Refer to Chapter 15: Budgeting.
Equipment
Create records for each of your site’s equipment so that you
may track equipment maintenance and costs.
Refer to Chapter 5: Equipment.
Inventory
Create vendor records for the companies from which you order
parts and equipment and create manufacturer records for the
companies that build the parts and equipment. Create inventory
records for all parts used to maintain the site’s equipment.
Store parts in multiple warehouses, and check out parts to
employees, equipment, work orders, cost centers, or locations.
Refer to Chapter 4: Vendors and Manufacturers and Chapter
6: Inventory.
4
1 ! INTRODUCTION
Modules
Description
Labor
Track the number of labor hours and the cost of labor for each
maintenance task in two ways—by craft or by employee. You
may track employee attendance exceptions (overtime, vacation,
etc.), and you may monitor employee training and skill levels.
Refer to Chapter 3: Labor.
Purchasing
Create quotations to request item prices from vendors, and then
generate requisitions from selected quotations and from items
in inventory which have reached their reorder points. Approve
requisitions, and then generate purchase orders from these
requisitions. Receive ordered items to stock, cost centers,
employees, work orders, or equipment.
Refer to Chapter 11: Quotations, Chapter 12: Requisitions, and
Chapter 13: Purchase Orders.
Scheduling
Specify the normal workweek and exceptions for the site and
each employee. You may view the current and projected
workload in the Work Order Scheduling form and adjust the
workload as necessary.
Refer to Chapter 7: Scheduling.
Statistical Predictive
Maintenance
Set up a predictive maintenance program to identify equipment
readings that are outside control limits, alerting you to schedule
maintenance before equipment breaks down. You may base
these controls either on manufacturer’s specifications or on the
equipment’s performance history.
Refer to Chapter 16: Statistical Predictive Maintenance.
Tasks
Schedule tasks (by meter or by date) that your site performs
repeatedly, and MP2 automatically generates work orders for
the tasks each time they are due.
Refer to Chapter 8: Tasks.
Work Requests
Create call-in requests for tenants requesting service, and allow
company employees to submit on-site requests. MP2 tracks the
status of submitted call-in requests and stores on-site requests
in on-site request history.
Refer to Chapter 9: Work Requests.
Work Orders
Create work orders for unscheduled work, or generate work
orders for due tasks. You may print work orders for reference
while completing the work. You may then specify parts and
labor used for the work.
Refer to Chapter 10: Work Orders.
1 ! INTRODUCTION
5
MP2 Documentation Set
This section outlines the organization and conventions for the MP2 documentation set.
Organization
The complete set of MP2 documentation consists of these guides.
Guide
Intended Audience
Contents
System
Administrator’s
Guide
network administrator,
MP2 administrator,
programmers
Information concerning MP2
installation, data entry planning,
security, MP2 setup and maintenance,
as well as information necessary for
creating interfaces between MP2 and
other software packages
User’s Guide
MP2 users
Procedures for all of MP2’s modular
functions, e.g., Equipment, Inventory,
Purchasing, Tasks, Work Orders, etc.
Add-On Guide
MP2 users with addon products
Procedures for all functions associated
with MP2’s add-on products, e.g.,
Barcode, OSHA Regulations, etc.
Quick Start Guide
MP2 maintenance
management users
Procedures for quickly creating work
orders in MP2
Conventions
This table lists the conventions for the MP2 documentation set.
6
Convention
Explanation
Times New Roman (Bold)
Fields
Helvetica
Menu or drop-down list options
Helvetica Condensed (Bold)
Buttons
Times New Roman (Bold, Italics)
Used to stress a point or for defined terms
TIMES NEW ROMAN (UPPER CASE)
Keyboard keys and data examples
Courier New
Text that must be typed
Tip
Additional information
Important
Information that you should read before
continuing
Caution
Information vital to the integrity of the
MP2 system
1 ! INTRODUCTION
Adobe Acrobat Files
If you need additional copies of the documentation, the System Administrator can access
and print the Portable Document Format (PDF) files available on the MP2 CD.
MP2 Wizards
MP2 wizards teach you to create tasks, work orders, and requisitions by leading you
through each step.
Follow these steps when accessing MP2 wizards.
1
Choose Tools | Wizards from the menu bar. MP2 lists all available wizards.
2
Select the appropriate wizard, and then follow the on-screen steps.
MP2 Sample Data
MP2 contains sample data files, which can be loaded by the MP2 system administrator.
Use the sample data to learn and practice MP2 procedures before entering live data.
Contact your system administrator if you cannot access the sample data.
Tips of the Day
When you start MP2, the program automatically displays the Tip of the Day dialog box
containing an informative, and sometimes humorous, tip for operating MP2 more
efficiently. In addition to reading a single tip of the day at startup, you may access the Tip
of the Day dialog box any time MP2 is running.
Follow these steps when accessing and navigating through MP2’s tips of the day.
1
Choose Help | Tip of the Day from the menu bar. MP2 displays the Tip of the Day
dialog box.
2
Show Tips at Startup—Select to display a tip of the day every time you log into
MP2.
3
Click Next Tip. MP2 displays the next tip of the day.
1 ! INTRODUCTION
7
Click More Tips to display a list of all tips grouped by subject, and then click Print to
print the entire list of tips.
Tip:
4
Click OK. MP2 closes the Tip of the Day dialog box.
MP2 Help
Access MP2’s help for quick answers to questions about the program.
You may access MP2 Help in several ways.
Tip:
8
!
Choose Help | MP2 Help Topics for a complete list of help topics.
!
Choose Help | Help with Current Form from the menu bar for help with the current
form.
!
Click
on the toolbar, and then click on the field or object for help with a form
field or object.
!
on a dialog box title bar, and then click on the field or object for help with
Click
a dialog box field or object.
!
Choose Help | Tip of the Day from the menu bar to access informative tips for
operating MP2 more efficiently. Refer to “Tips of the Day” earlier in this chapter.
!
Choose Help | Datastream’s Web Site from the menu bar to access Datastream’s
website. Keep abreast of product development and customer services, and send email directly to various Datastream departments, including TechSupport.
Access Datastream’s website with a web browser, such as Internet Explorer or
Netscape.
1 ! INTRODUCTION
2 ! BASICS
This chapter describes basic MP2 elements and procedures.
IN THIS CHAPTER
!
Starting MP2
!
Operating the MP2 Main Window
!
Customizing the MP2 Desktop
!
Data Entry
!
Forms
!
Records
!
Fields
!
Lookup Forms
!
Changing the Home Site, Purchasing Center, and Warehouse
!
Saving Files
!
Exiting MP2
9
Starting MP2
MP2 runs on a system with Windows 95 or Windows NT 3.51 (or higher). If you are
unfamiliar with Windows procedures, refer to the Windows documentation before
starting MP2.
Follow these steps when starting MP2.
10
1
Start Windows.
2
Double-click
or choose Start | Programs | MP2 6.0 Oracle Edition | MP2
6.0 Oracle Edition- ‘database name’. MP2 displays the main window if the
System Administrator did not set up security; otherwise MP2 displays the Enter
Password dialog box.
3
User ID—Enter the code identifying your user login.
4
Password—Enter your password. Special characters mask your password as you
type it. If you make a mistake, press BACKSPACE to delete characters, and then
retype the password.
5
Click OK. If you have access to only one site, purchasing center, and warehouse,
MP2 displays the main window. If you have access to multiple sites, purchasing
centers, and warehouses, MP2 displays the Select Sites/Purchasing
Centers/Warehouses to View dialog box.
6
Select the sites, purchasing centers, and warehouses in which to login, and then click
OK. MP2 displays the main window.
2 ! BASICS
Operating the MP2 Main Window
MP2’s main window contains the title bar, menu bar, toolbar, Quick Access bar, and
status bar.
title bar
menu
bar
toolbar
Quick
Access
bar
status
bar
The title bar includes the name of the program or form, as well as the minimize/maximize
or help button and the close button. Refer to the Windows documentation for more
information on these buttons.
The status bar, used with the Record Count button, displays the number of records in the
current form.
Access any MP2 form or procedure by choosing a menu from the menu bar or by clicking
a button either on the toolbar or on the Quick Access bar.
Menu Bar
When you choose an item from the menu bar, MP2 displays a “drop-down” menu that
lists main topics for that item. If you choose an item from a drop-down menu that has a
, MP2 displays another menu. Continue choosing menu items until you reach the
destination form or function.
Refer to these descriptions when accessing the MP2 menu bar.
2 ! BASICS
Menu
Function
File
Opening, saving, and closing forms; printing; exporting and sending
files; changing home site; logging out users; and exiting MP2
Edit
Entering and editing information; searching for records
View
Refreshing, sorting, and filtering information; customizing MP2’s
toolbar and Quick Access bar
11
Menu
Function
Tools
Accessing Wizards, setting up MP2, managing audit trail information,
exporting data, importing equipment and inventory data, maintaining
and repairing tables, converting data from previous versions, setting up
security, and customizing the MP2 desktop
Activities
Entering, processing, and generating information
Graphs
Creating, viewing, and printing graphs
Reports
Creating, viewing, and printing reports
Window
Navigating between open windows
Help
Accessing MP2 Help, Tips of the Day, and Datastream’s web site
Quick Access Bar
Quick access buttons are shortcuts for opening MP2 forms and reports. MP2
displays the Quick Access bar in the center of the main window when you have
no forms open. MP2 moves the Quick Access bar to the left side of the main
window when you open a form.
Customize the Quick Access bar to display icons for those functions you
perform most often. Refer to “Customizing the Quick Access Bar” later in this
chapter.
Toolbar
Access many of MP2’s functions from the toolbar. When you hover the cursor over a
button, MP2 displays a pop-up description of the button’s function. Refer to
“Customizing the Toolbar” later in this chapter.
12
2 ! BASICS
Refer to these descriptions when accessing the MP2 toolbar.
Button
Function
Displays a dialog box from which you can open an MP2 form.
Displays a dialog box from which you can open an existing report, graph, or
label.
Saves the current form layout.
Prints the report associated with the current form.
Displays the report on screen.
Cuts the selected text to the clipboard.
Copies the selected text to the clipboard.
Pastes the text from the clipboard into the current field.
Copies data from the previous record’s field when MP2 displays information
in a tabular format.
Removes the last edit if you have not moved the cursor from the field.
Copies the current record to the clipboard.
Pastes the copied record from the clipboard.
Removes the changes for the entire record if you have not yet posted the
record.
Refreshes the form, showing all changes that you or other users have made.
Sorts the current form by the current field in increasing order.
Sorts the current form by the current field in decreasing order.
Filters the current form by the current field.
Disables the applied filter on the current form.
Displays a dialog box from which you can search for a record by entering a
particular value in a field.
Searches for the next occurrence of the search value.
2 ! BASICS
13
Button
Function
Displays, in the status bar, the number of records contained in the current
form.
Invokes the context-sensitive help and changes the cursor to a question mark
and pointer.
Invokes a menu from which users can access one of Datastream’s new
electronic commerce interfaces: BizSurplus, SpotBuy, and iProcure, as well
as an option to access Datastream’s website.
Hot Keys
With hot keys you can quickly choose a menu item with the keyboard. Each menu name
and drop-down menu item has one underlined letter that is the hot key for the menu or
function.
!
Access menus by holding down ALT and pressing the underlined letter of the menu
name. For example, access the File menu by holding down ALT and pressing F.
!
Choose items from a drop-down menu by pressing the underlined letter of the menu
item. For example, after displaying the File drop-down menu, press P to choose
Print.
Keyboard Shortcuts
Keyboard shortcuts are keys or key combinations for many MP2 functions. Keyboard
shortcuts work only when the menus are not active.
Keyboard shortcuts that duplicate menu commands appear to the right of the
commands in the menu.
Tip:
14
Shortcut
Function
SHIFT+F4
Displays the next page of a form.
SHIFT+F3
Displays the previous page of a form.
CTRL+W and
CTRL+F4
Closes the current form.
CTRL+S
Saves the current form layout.
CTRL+F6 and
CTRL+TAB
Switches among open forms.
TAB
Moves the cursor to the next field on a form.
SHIFT+ TAB
Moves the cursor to the previous field on a form.
CTRL+Z
Removes the last field edit if you have not moved the cursor
from the field.
F1
Displays help for the current field.
2 ! BASICS
Shortcut
Function
CTRL+X
Cuts the selected text to the clipboard.
CTRL+C
Copies the selected text to the clipboard.
CTRL+V
Pastes the text from the clipboard into the current field.
PGUP
Displays the previous record in the current form. In List View,
it displays the previous page of records (approximately 30
records).
PGDN
Displays the next record in the current form. In List View, it
displays the next page of records (approximately 30 records).
CTRL+HOME
Displays the first record in the current form.
CTRL+END
Displays the last record in the current form.
INSERT
Inserts a new record in the current form.
ALT+BACKSPACE
Removes the changes for the entire record if you have not yet
posted the record.
CTRL+DELETE
Deletes the current record.
CTRL+F
Displays the Find dialog box with which you can search for a
record using a particular value in a field.
F3
Searches for the next occurrence of the search value.
CTRL+N
Displays the New Record dialog box listing all forms. Select
the form to open, and then click OK.
CTRL+O
Displays the Open dialog box from which you can open an
existing report, graph, or label.
CTRL+P
Prints the report associated with the current form. MP2 applies
the current sort and filter to the report.
Customizing the MP2 Desktop
Customize your MP2 desktop by specifying colors for required fields, read-only fields,
forms, and dialog boxes; adding your most frequent functions to or deleting unused
functions from the Quick Access bar; and specifying whether to display the Toolbar.
Customizing Field and Form Colors
Specify colors for the text and backgrounds of required and read-only fields and specify
colors or textures for forms and dialog boxes.
Follow these steps when customizing field and form colors.
1
2 ! BASICS
Choose Tools | Options from the menu bar. MP2 displays the Options dialog box.
15
2
Specify MP2 form, field, and dialog box options, and then click OK.
Customizing the Quick Access Bar
Customize the Quick Access bar to display buttons for frequently used activities, reports,
and graphs. When you open a form, the Quick Access bar moves to the left side of the
main window. Once you close the last form, it moves back to the center of the main
window. Move the Quick Access bar by clicking on a non-button region of the bar, and
then dragging the bar to the top, bottom, or right border of the window.
Follow these steps when customizing the Quick Access bar.
1
16
Choose View | Quick Access Bar from the menu bar. MP2 displays the Quick
Access Bar dialog box.
2 ! BASICS
2
3
Refer to this table when customizing the Quick Access bar.
Function
Procedure
Add existing
buttons
Select, from the Activities, Reports, or Graphs pages under
Available, the button to add, and then click .
Create new
buttons
Click New. MP2 displays the New Button dialog box. Specify
the Label for the button, the file name to which it links, and
the icon according to the button type. Click OK.
Move buttons
Select, under Selected, the button to move, and then click
to move the button up in the order, or click
to move the
button down in the order.
Remove buttons
Select the button under Selected, and then click
.
Click OK.
Customizing the Toolbar
Customize the toolbar to suit your needs. You may hide the toolbar, enlarge the buttons,
or specify whether to display a description of the button (with keyboard shortcuts) when
you hover the cursor over it.
Follow these steps when customizing the toolbar.
1
Choose View | Toolbar from the menu bar. MP2 displays the Toolbar dialog box.
2
Select one or more of these toolbar options.
3
2 ! BASICS
!
Toolbar—Select to display the toolbar.
!
Color Buttons—Select to display the toolbar buttons in color.
!
Large Buttons—Select to display large buttons.
!
Show Tooltips—Select to display a description of the button function when you
hover the mouse over the button.
!
With Shortcut Keys—Select to display the keyboard shortcut with the tooltip.
Click OK.
17
Data Entry
After the System Administrator determines the method of data entry, you can begin
collecting data for the system. MP2 provides data collection forms to aid in the data
collection process. Once you have collected the data, follow the guidelines outlined
below for entering data.
Printing Data Collection Forms
After establishing a system for entering information into MP2, print data collection forms
to record the information you want to enter in MP2. Photocopy the forms, as necessary.
Follow these steps when printing data collection forms.
1
Choose Help | MP2 Help Topics from the MP2 menu bar. MP2 displays the
contents for MP2 Help.
2
Double-click MP2 Basics, and then double-click Data Collection. Help displays the
Printing Data Collection Forms help topic.
3
Click
4
Choose File | Print from the Acrobat Reader menu bar. Acrobat Reader prints the
forms.
to display the data collection forms in Adobe Acrobat format.
Guidelines for Entering Data
Follow these guidelines when entering information into MP2.
!
Enter only uppercase (capital) characters into all fields (except fields like
Description, Notes, and Comments).
!
Enter leading zeros in numeric fields for correct sorting. For example, to sort cost
centers 1 through 10 in ascending order, with 9 preceding 10, enter cost centers 1
through 9 as 01, 02, 03, etc.
!
Enter only letters, numbers, and hyphens in required fields.
Entering Data in Sequence
The System Administrator ultimately decides the order in which you enter data. Use this
table as a guideline, and omit data entry for modules you do not use. This table lists the
MP2 module, the records needing data, and the MP2 User’s Guide chapter in which you
can find procedures pertaining to the records.
Module
Record
Chapter
Assets
Asset Types
Chapter 14: Asset Management
Asset Locations
Assets
18
2 ! BASICS
Module
Record
Chapter
Equipment
Equipment Types
Chapter 5: Equipment
Cost Centers
General Ledgers
Departments
Service Contracts
Equipment
Inventory
Vendor List
Chapter 4: Vendors and Manufacturers
Exchange Rates
Tax Information
Vendors
Manufacturers
Inventory Types
Chapter 6: Inventory
Accounts
Inventory
Labor
Crafts
Chapter 3: Labor
Attendance Codes
Employees
Scheduling
Sites
Chapter 7: Scheduling
Employees
Production
Purchasing
Purchase Order
Types
Chapter 13: Purchase Orders
Service Codes
Return Reason
Codes
Tasks
Instructions
Chapter 8: Tasks
Tasks
Work Requests
Tenants
Chapter 9: Work Requests
Call-in Requests
On-site Requests
2 ! BASICS
19
Module
Record
Chapter
Work Orders
Work Order Types
Chapter 10: Work Orders
Expense Classes
Projects
Work Orders
Statistical
Predictive
Maintenance
Statistical
Predictive
Maintenance
Chapter 16: Statistical Predictive
Maintenance
Forms
MP2 displays information in easy-to-read objects called forms.
For example, the Inventory form displays inventory information.
Forms consist of records, which consist of fields. Most forms contain at least two pages,
List View and Record View, which display information in different formats. Some forms
contain multiple pages.
For example, the Inventory form contains seven pages: List View, Record View,
Substitute Items, Vendors, Specifications/Notes, Attachments, and User-defined Fields. It
also contains five sub-pages: Stock, Ordering, Usage, History, and Costs.
20
2 ! BASICS
List View, Record View, Attachments, and User-defined Fields are common pages; many
forms contain them. Refer to this table for descriptions of the functions to perform on
these pages.
Page
Function
List View
View record information in tabular format. Refer to “Viewing
Information in List View and Record View” later in this chapter.
Record View
View record information in single-record format. Refer to
“Viewing Information in List View and Record View” later in
this chapter.
Attachments
Attach multimedia files to records. Refer to “Attaching
Multimedia Files” later in this chapter.
User-defined Fields
Add information to customized fields. Refer to “Adding
Information to User-defined Fields” later in this chapter.
Form Toolbar
Navigate among records, add records, and delete records via the form toolbar. Refer to
“Inserting Records” and “Deleting Records” later in this chapter.
Lookup forms contain additional search buttons and the Inventory lookup form contains a
unique button that shows the site, location, and quantity of the current item.
Refer to this table for form toolbar functions.
Button
Function
Displays the first record in the current form.
Displays the previous record in the current form.
Displays the next record in the current form.
Displays the last record in the current form.
Inserts a new record.
Deletes the selected record.
Displays a list of options.
Displays the Find dialog box with which you can search for a record using a
particular value in a field. Available on all lookup forms.
2 ! BASICS
21
Button
Function
Searches for the next occurrence of the search value. Available on all lookup
forms.
Displays additional information when you click and hold down the button.
Available on the Lookup -Inventory form, Work Order Scheduling form, and
the Equipment form-Spares page.
You can also navigate among records, insert records, and delete records via the
keyboard. Refer to “Keyboard Shortcuts” earlier in this chapter.
Tip:
Switching Among Open Forms
You can have several forms open at one time. MP2 keeps the active form on top of the
other open forms.
Follow these steps when switching among open forms.
1
Choose Window from the menu bar. MP2 displays the Window menu, which lists
the open forms.
2
Select the name of the form to make active. MP2 displays the form.
Opening Previously Opened Forms
As in other Windows applications, you may view and open the previous four objects you
opened. In MP2, these objects are normally forms.
Follow these steps when opening previously opened forms.
1
Choose File from the menu bar. MP2 displays the File menu, which lists the last four
opened forms near the bottom.
2
Select the name of the form to open. MP2 displays the form.
Viewing Information in List View and Record View
Most forms have two views: List View and Record View. Very simple forms display
information only in a List View format.
Tip:
You can specify which view, or page, MP2 displays when you open a form. Refer to
“Saving the Layout of Forms” later in this chapter.
List View lists all records in the form. For example, this List View page of the Inventory
form displays a list of all inventory items for the warehouses to which you have access.
22
2 ! BASICS
Use List View to quickly locate a specific record or to enter, view, or edit information on
many records at one time, in one location.
Record View displays the record selected in List View. For example, this Record View
page displays information concerning the selected inventory item.
All information on the Record View page and on all other pages of the form, except List
View, relates to the selected record. Use Record View to view, enter, and edit
information in records.
2 ! BASICS
23
Selecting Items
When opening certain forms, MP2 gives you the opportunity to select items from an
available list of items. Most often, the area on the left is a list of available items and the
area on the right is a list of selected items. In this example, you have the opportunity to
choose the purchasing centers for which to close purchase orders.
Refer to this table when selecting items.
Function
Procedure
Add an item
Select the item from the available list, and then click
Remove an item
Select the item from the selected list, and then click
Add all items
Click
.
Remove all items
Click
.
.
.
Saving the Layout of Forms
You can change and save the layout of a form. Refer to this table for information on the
attributes you can change.
Tip:
24
Function
Reference
Size of form
Windows 95 documentation
Position and size of fields in
tabular format
“Rearranging and Resizing Fields” later in this chapter
Filter options
“Filtering Records” later in this chapter
Sort options
“Sorting Records” later in this chapter
To specify which page MP2 displays when you open a form, move to the desired
page, and then save the form. The next time you open this form, MP2 opens to the
new “default” page.
2 ! BASICS
Follow these steps when saving the layout of forms.
1
Open the form for which to save a layout.
2
Change the form.
3
Choose File | Save Layout from the menu bar. MP2 saves the layout of the form for
your workstation only.
To restore the default layout, choose File | Restore Default Layout from the menu bar.
MP2 restores the default layout of the form for your workstation only.
Tip:
Closing Forms and Dialog Boxes
You can close forms and dialog boxes via several methods.
!
Choose File | Close from the menu bar.
!
Click
!
Press CTRL+W or CTRL+F4.
!
Click
in the upper left corner of the form, and then choose Close.
in the upper right corner of the form or dialog box.
Many dialog boxes include OK and Cancel buttons. When you click OK, MP2 performs
the specified function and then closes the window. When you click Cancel, MP2 cancels
the function and then closes the window.
Records
A record is a group of related fields. A partial record from a List View page appears
below. The entire record consists of many fields.
Inserting Records
When adding the first record to a form, you need not insert a record; simply enter a value
in the key field and continue to the next field. When adding additional records to a form,
though, you must insert them.
When inserting a new record, the Filter value changes to (Insertion). This filter remains
in effect until you close the form, refresh, or choose another filter.
If you insert a record on the List View page, MP2 refreshes the screen, hides all other
records, and displays a single, blank record. If you insert a record on any other page with
information in tabular format, MP2 displays a blank record at the bottom of the list.
Follow these steps when inserting records.
Tip:
2 ! BASICS
1
Open the form in which to insert a record.
2
Click
record.
or choose Edit | Insert Record from the menu bar. MP2 creates a new
To insert a record without first opening a form, choose File | New from the menu bar,
select the name of the form in which to insert a blank record, and then click OK.
25
Editing Records
Refer to these descriptions when editing records.
Function
Description
Choose
Click
Press
Cut text
Cuts the selected text to
the clipboard.
Edit | Cut
CTRL+X
Copy text
Copies the selected text
to the clipboard.
Edit | Copy
CTRL+C
Paste text
Pastes the text from the
clipboard into the
current field.
Edit | Paste
CTRL+V
Copy
record
Copies the current
record to the clipboard.
Edit | Copy
Record
Paste
record
Pastes the current
record from the
clipboard.
Edit | Paste
Record
Undo field
Removes the last edit if
you have not moved the
cursor from the field.
Edit | Undo
CTRL+Z
Undo
record
Removes the changes
for the entire record if
you have not yet posted
the record.
Edit | Undo
Record
ALT+BACKSPACE
Copying and Pasting Records
Create new records by copying and pasting an existing record, and then edit the key field
to make the copied record unique.
Follow these steps when copying and pasting records.
1
Locate the record to copy.
2
Choose Edit | Copy Record from the menu bar. MP2 copies the record to a
temporary clipboard.
3
Choose Edit | Paste Record from the menu bar. MP2 displays the Change Key
Value dialog box, similar to the one below.
4
Enter a new value in the field(s), and then click OK. MP2 creates a new record with a
new key field(s). All other information is identical to the original record; however,
you can edit the other information in the record.
You can continue to paste the record to create multiple copies. The copied record remains
on MP2’s temporary clipboard until you copy another record or exit MP2.
26
2 ! BASICS
Searching for Records
Search for any record in a form by searching for a known field value. For example, you
can search for a work order assigned to a particular employee by searching for the
employee’s code in Assigned To on the Schedule page of the Work Orders form.
Follow these steps when searching for records.
1
Open the form, and then place the cursor in the field by which to search.
2
Choose Edit | Find from the menu bar. MP2 displays the Find dialog box.
3
Find What—Enter the search value.
4
Match—Select a search option.
5
Match Case—Select to search for the value that matches the case (upper or lower)
of the letter/number sequence you entered in Find What.
If you applied a filter to the active form, MP2 activates Search in the Find dialog box.
Select to search either the Entire Table (Reset Filter) or only Within Current Filter.
6
Click Find First. MP2 filters the form by the criteria you defined and displays the
first record that matches the criteria.
To remove the search filter, select (None) from Filter.
Tip:
Filtering Records
Filter a form, and MP2 displays only records that meet the criteria you specify. For
example, you can apply a filter to the Work Orders form to display only work orders
assigned to a specific craft.
Defining New Filters
Define form filters to display only records that meet specific criteria.
Follow these steps when defining new filters.
2 ! BASICS
1
Open the form to filter.
2
Filter—Choose (New). MP2 displays the Filter dialog box.
27
3
Field Name—Select the field by which to filter the form.
4
Operator—Select an operator for the filter. Refer to Appendix B: Filter Operators
for descriptions and examples of all filter operators.
5
Value—Enter the value by which to filter. For example, if you chose Craft as the
Field Name, specify the craft code in Value.
6
Enter additional criteria, as necessary. Refer to this table for additional filter options.
Function
Procedure
Add conditions
Click Insert. MP2 inserts a blank condition before the
current condition.
Delete conditions
Click Delete. MP2 deletes the current condition.
Display previous
condition
Click Previous.
Display next
condition
Click Next.
Change the joiner
(And/Or)
If the current condition is the last condition in the filter and
you click Next, MP2 adds a new condition after the last
condition.
Select the condition from the list box, and then select the
joiner.
And—Select to include records that contain both of the
joined conditions.
Or—Select to include records that contain one or the other
condition.
Group conditions
28
Hold down SHIFT, and then select each condition to
include in the group. Release SHIFT, and then click
Add ( ).
2 ! BASICS
Function
Procedure
Remove groupings
Select the first condition in the group, press SHIFT, and
then select the last condition in the group. Click
Remove ( ). MP2 removes the grouping from the
conditions.
Click Remove All ( ) to remove groupings from all
conditions.
To save a filter, enter a name for the filter in Filter Name. Select Private to save the
filter for your use only, or select Public to save the filter for use by any MP2 user.
Click Save.
Tip:
7
Choose one of these options.
!
Click OK. MP2 closes the dialog box and filters the form.
!
Click Apply. MP2 applies the filter to the current form without closing the dialog
box. You can continue specifying filter criteria and applying them to the form.
Modifying Filters
Add or change filter criteria, if necessary.
Follow these steps when modifying filters.
1
Open the form to filter.
2
Filter—Select (Edit). MP2 displays the Filter dialog box.
3
Filter Name—Select the name of the filter to modify.
4
Field Name, Operator, and Value—Modify as appropriate for each condition.
5
Choose one of these options.
!
Save the modified filter by the same name—Click Save. MP2 saves the filter.
Click OK to close the dialog box and apply the filter to the current form.
!
Save the modified filter by a different name—Enter, in Filter Name, the new
name for the modified filter, and then click Save. MP2 saves the filter. Click OK
to close the dialog box and apply the new filter to the current form.
!
Apply the filter without saving it—Click OK. MP2 applies the modified filter to
the current form.
Applying and Removing Filters
When you apply a filter, MP2 displays only records that meet the filter criteria. When
you remove a filter, MP2 displays all records, but preserves the filter for later use.
2 ! BASICS
!
Apply a defined filter—Open the form, and then select the filter from Filter. MP2
applies the filter until you close the form or change, remove, or delete the filter.
!
Remove a filter—Open the form, and then select (None) from Filter.
29
Deleting Filters
Delete obsolete filters, when necessary.
Follow these steps when deleting filters.
1
Open the form for which you defined the filter.
2
Filter—Select (Edit). MP2 displays the Filter dialog box.
3
Filter Name—Select the name of the filter to delete.
4
Click Delete Filter. MP2 displays a confirmation.
5
Click Yes. MP2 deletes the filter.
Sorting Records
Sort records either by an individual field or by multiple fields.
To undo a sort, select (Default) from Sort By.
Tip:
Oracle’s sort order is case-sensitive, sorting uppercase letters before lowercase letters.
Oracle follows this is the sort order.
!
Symbols
!
Numbers
!
Uppercase letters
!
Lowercase letters
Sorting Records by an Individual Field
Sort forms by a specific field and MP2 displays the records in either ascending or
descending order, depending on the selection.
Follow these steps when sorting records by an individual field.
30
1
Open the form to sort, and then click the List View tab. MP2 displays all records in
the form.
2
Select the field by which to sort the form, and then choose one of these options.
!
Sort ascending—Click
the selected field.
!
Sort descending—Click
to sort records in either reverse alphabetical or
reverse numerical order by the selected field.
to sort records either alphabetically or numerically by
2 ! BASICS
Sorting Records by Multiple Fields
Sort forms by multiple fields (up to three), and MP2 displays the records in either
ascending or descending order, depending on the selection.
Follow these steps when sorting records by multiple fields.
1
Open the form to sort.
2
Sort By—Select (New). MP2 displays the Sort dialog box.
3
Sort By—Select the first field by which to sort, and then select whether to sort the
field in Ascending or Descending order.
4
Then By—Select the second and third fields by which to sort, and then select
whether to sort the fields in Ascending or Descending order.
5
Click OK. MP2 sorts the records.
To save a sort, enter a name for the sort in Sort Name, and then click Save.
Tip:
Attaching Multimedia Files
Attach multimedia files, such as drawings, to MP2 records. MP2 does not create or
convert multimedia files. You can create or obtain a file in one of the compatible formats,
and the System Administrator can enter the path of the file so that it is available to you.
You can attach multimedia files to records in these MP2 forms: Equipment, Inventory,
Vendors, Quotations, Requisitions, Purchase Orders, Purchasing History, Work Orders,
and Work Order History.
Follow these steps when attaching multimedia files.
2 ! BASICS
1
Open the form containing the record to which to attach multimedia files.
2
Locate the record, and then click the Attachments tab. MP2 displays the Attachments
page.
3
File Name—Enter the path and file name (including extension) of the multimedia
file to attach or click
to browse for a file and return the full path, file name, and
extension.
31
4
Attach to WO—(This field is available on Equipment and Tasks forms.) Select Yes
to attach the multimedia file to work orders. Contact your System Administrator for
more information on printing multimedia files with work orders.
To view, hear, and print multimedia files attached to a record, select a file from the list
of multimedia files, and then click View/Print.
Tip:
!
If the file is a supported graphic file, MP2’s Image Viewer displays the graphic
image. Choose File | Print to print the graphic image.
!
If the file is other than one of the supported graphic files and the associated
program for that file type is available, MP2 starts the program and opens the
multimedia file. View and/or print the file or listen to the audio using the standard
procedures for that program.
Deleting Records
Delete records when necessary.
Follow these steps when deleting records.
1
Open the form containing the record to delete, and then locate the record.
2
Click
or choose Edit | Delete Record from the menu bar. MP2 displays a
confirmation.
3
Click Yes. MP2 deletes the record and displays (Deleted) in all the record’s fields.
If the record exists on other records, MP2 displays a message indicating that it
cannot delete the record. Click OK. Remove references to this record from the other
records, and then delete the record.
If you delete a record while another user is viewing the same form, MP2 does not
immediately remove the record from the user’s view of the form. When the user
focuses on the deleted record, MP2 displays (Deleted) in all the record’s fields.
When the user refreshes the view, MP2 removes the record.
Record Locking
To ensure data integrity, MP2 uses optimistic locking. Optimistic locking affects two
situations.
32
!
Editing records—If more than one user simultaneously edits a record, MP2 only
accepts the changes from the record that is posted to the database first. When another
user tries to post changes to the same record after another user has already posted it,
MP2 displays a message that another user has already changed the record.
!
Running processes—While a process (requisition generation, work order generation,
etc.) is running, a user may edit a record included in the process. If the user posts the
record before the process reaches that record, MP2 includes the modifications in the
process. If the user posts changes to the record after the process reaches that record,
MP2 does not include the modifications in the process.
2 ! BASICS
Fields
In MP2, a field is a single topic of information in a record. This is a field from an
inventory record on the List View page of the Inventory form.
Required fields must be filled in for a record to be valid. Plan the contents of required
fields carefully. MP2 sorts information in forms using required fields, preventing record
duplication. All MP2 forms have at least one required field, and some forms have as
many as six. Ask your System Administrator about designating required fields.
Refer to Appendix A: Field Definitions for descriptions of all fields.
Entering Information into Fields
There are many types of fields in MP2. Refer to this table when entering information into
fields.
2 ! BASICS
Field Type
Entering Information and Examples
Text Box
Enter information directly into the field.
Drop-down list
Enter the value or click
displayed list.
, and then select the value from the
Lookup
Enter the value or click
lookup form.
, and then select the value from the
Memo
Click
to enlarge the memo field. Click
in the top right
corner of the memo area to exit the memo area.
Radio button
Select one of the values.
Check box
Select to activate/deactivate the option.
33
Refer to “Selecting Values from Standard Lookup Forms” and “Selecting Values from
Multiple-record Lookup Forms” later in this chapter for more information on using
lookup fields. Refer to the Windows documentation for additional information on using
other field types.
Adding Information to User-defined Fields
Add up to 10 user-defined fields to equipment, inventory, vendor, and work order
records. Add information to user-defined fields on the User-defined Fields page for
equipment, inventory, and vendor records. Add information to user-defined fields on the
List View page for work order records. MP2 prints user-defined fields for equipment
records on work orders (long form).
Have your System Administrator customize the labels for user-defined fields via
security.
Tip:
Follow these steps when adding information to user-defined fields.
1
Open the form containing the record to which to add information for user-defined
fields.
2
Locate the record, and then click the User-defined Fields tab. MP2 displays the Userdefined Fields page.
3
Enter information into the fields.
Rearranging and Resizing Fields
MP2 often displays information in tabular format, such as List View pages, the Ordering
sub-page of the Inventory form, and the Equipment and Details page of the Work Orders
form. Rearrange or resize fields if MP2’s defaults do not suit your needs.
Follow these steps when rearranging and resizing fields.
Tip:
1
Open the form containing data in tabular format.
2
Choose one of these options.
!
Rearrange fields—Place the cursor on the label of the field to move, and then
drag the field to the desired location.
!
Resize fields—Place the cursor on either end of the field label until MP2
displays
, and then drag the field, increasing its size.
To retain the order or size of the fields, save the layout of the form by choosing File |
Save Layout from the menu bar.
Entering Dates into Fields
MP2 automatically enters the current date in some date fields; however, you can
manually enter or edit dates, if necessary.
Tip:
34
When manually entering a two-digit number between 00 and 30 for the year, MP2
automatically adds the number to the year 2000. For example, if you enter 01/30/15,
MP2 recognizes that date as January 30, 2015.
2 ! BASICS
Follow these steps when entering dates into fields.
Tip:
1
Click
2
Select the month and year by clicking the arrows in the top right and left corners of
the calendar.
3
Click the date. MP2 returns the selected date.
in the date field. MP2 displays a pop-up calendar.
To quickly enter the current date, press SPACEBAR three times in the date field.
Entering Times into Fields
When creating or posting records, MP2 automatically enters the current time in most time
fields. However, you can manually enter or edit times, if necessary. Enter times in
HH:MM:SS format.
Tip:
To quickly enter the current time, press SPACEBAR once. If you accidentally press
SPACEBAR more than once, delete the extra space.
Lookup Forms
Fields that contain an ellipses button
are lookup fields. Lookup fields require that you
enter values contained in the corresponding lookup form. If the lookup form does not
contain the values, you can enter the new values into the lookup forms. Lookup forms
store all valid values for the lookup fields.
Either enter valid values directly into lookup fields or click
and select existing values or add new values.
to display the lookup form
Selecting Values from Standard Lookup Forms
When accessing a lookup form from a single field, such as Manufacturer on the Record
View page of the Equipment form, MP2 displays a standard lookup form, similar to the
one below.
2 ! BASICS
35
Follow these steps when selecting values from standard lookup forms.
1
Select a record.
2
Click OK. MP2 returns the selected value.
Selecting Values from Multiple-record Lookup Forms
When accessing a lookup form from a field in tabular format, such as Equipment No. on
the Schedule page of the Tasks form, MP2 displays a multiple-record lookup form,
similar to the one below.
36
2 ! BASICS
Follow these steps when selecting values from multiple-record lookup forms.
1
Select a record, and then click Select. MP2 copies the record to the Selected area.
2
Select all necessary records.
3
Click OK. MP2 returns to the selected values.
To remove a record from the Selected area, select it, and then click Remove.
Tip:
Changing the Home Site, Purchasing Center, and
Warehouse
Purchasing centers, sites, and warehouses interact with one another in a hierarchical
relationship, as shown in this diagram.
A purchasing center can have multiple sites, and sites can have multiple warehouses.
Warehouses can belong to multiple sites. However, each site can have only one
purchasing center.
The System Administrator designates the purchasing center and primary warehouse for
each site. The System Administrator also designates which sites, purchasing centers, and
warehouses to which you have access. If you have access, you can log into multiple sites,
purchasing centers, and warehouses at one time.
Once logged into MP2, you can change the site, purchasing center, and warehouse
considered “home” for you during that MP2 session. However, MP2 restores the default
home purchasing center, site, and warehouse when you log out. MP2 automatically
displays the home site, purchasing center, and warehouse when you insert site-,
purchasing center-, or warehouse-related records.
If you encounter difficulty performing processes, locating records, or generating reports,
verify that you are logged into the necessary sites and that you have the necessary rights
at those sites. Contact your System Administrator to change your rights.
Follow these steps when changing the home site, purchasing center, and warehouse.
1
2 ! BASICS
Choose File | Change Login Information from the menu bar. MP2 displays the
Select Sites/Purchasing Centers/Warehouses to View dialog box.
37
2
3
Choose one or more of these options.
!
Change the home site—Click the Site tab, and then select the site from Home
Site.
!
Change the home purchasing center—Click the Purchasing Center tab, and then
select the purchasing center from Home Purchasing Center.
!
Change the home warehouse—Click the Warehouse tab, and then select the
warehouse from Home Warehouse.
Click OK.
Saving Files
When saving reports and exported data to file, MP2 prompts you enter the location,
name, and type of file.
Follow these steps when saving files.
38
1
Open the Save As dialog box.
2
Save in—Locate the directory to which to save the file.
3
File name—Enter a name for the file, excluding extension.
4
Save as type—Select the file type.
5
Click OK. MP2 saves the file to the specified directory.
2 ! BASICS
To reopen a report, click Open on any print dialog box or choose File | Open from the
menu bar.
Tip:
To save a modified report with a different name, click Save As.
Exiting MP2
You can exit MP2 in several ways.
2 ! BASICS
!
Choose File | Exit from the menu bar.
!
Click
!
Press ALT+F4.
!
Click
in the upper right corner of the main window.
in the upper left corner of the main window, and then choose Close.
39
3 ! LABOR
With MP2’s labor module, you can record attendance exceptions, such as overtime and
sick hours, and monitor employee wages, training, and skill levels.
IN THIS CHAPTER
!
Entering Initial Labor Information
!
Creating Employee Records
!
Entering Attendance Exceptions
!
Purging Timekeeping Records
41
Entering Initial Labor Information
Enter initial labor information, such as crafts and attendance codes, and then assign these
codes to employee records. Refer to “Inserting Records” in Chapter 2: Basics for more
information on creating new records in MP2. Refer to Appendix A: Field Definitions for
descriptions of all fields.
Menu Option
Fields
Examples
Activities | Labor | Crafts
Craft
MECH, FORE
Description
Mechanic, Foreman
Attendance
Code
OT, PERS
Description
Overtime, Personal
Activities | Labor | Attendance
Codes
Creating Employee Records
Create a personnel record for each employee, and include information on each
employee’s wages, status, and training.
If you include private or sensitive information on employee records, secure the
information from unauthorized access. The System Administrator can restrict access to
certain fields and customize actual field labels, if necessary.
Adding Employee Information
Add employee information, such as addresses, phone numbers, hire dates, and social
security numbers.
Follow these steps when adding employee information.
42
1
Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2
Click the Record View tab. MP2 displays the Record View page.
3 ! LABOR
3
to insert a new record. MP2 creates an employee record and populates Site
Click
with your home site.
4
Employee Code—Enter a unique code identifying the employee.
For small maintenance groups, use employees’ initials for codes. For large
maintenance groups, use clock numbers or part of the last name with the first initial
(for example, DOEJ for John Doe). Do not use social security numbers.
Tip:
5
Last Name—Enter the employee’s surname.
6
First Name—Enter the employee’s given name.
7
Address—Enter the employee’s contact information.
8
Craft—Enter the code identifying the employee’s craft.
9
Enter information into the remaining fields, as necessary.
Adding Training Information
Add training information to record any work-related training employees receive.
Follow these steps when adding training information.
3 ! LABOR
1
Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2
Locate the employee for which to add training information, and then click the
Training tab. MP2 displays the Training page.
43
3
Notes—Enter special information about this employee. Do not enter personal
information, such as gender, ethnicity, religious affiliation, etc.
4
Starting Date—Enter the date on which the training began.
5
Finish Date—Enter the date on which the training ended.
6
Description—Enter a description of the training course.
7
Enter information into the remaining fields, as necessary.
Adding Wage Information
Enter regular wage information for each employee. Enter more than one wage rate for
employees, as necessary, to specify different rates for different tasks.
Follow these steps when adding wage information.
44
1
Choose Activities | Labor | Employees from the menu bar. MP2 displays the
Employees form.
2
Locate the employee for which to add wage information, and then click the Wage
Rates tab. MP2 displays the Wage Rates page.
3 ! LABOR
3
Wage Code—Enter the code identifying the wage rate for the employee.
4
Primary Wage—Select whether to calculate labor cost on work orders using this
wage code.
5
Rate—Enter the rate associated with the wage code.
6
DescriptionEnter a description of the wage code.
Entering Attendance Exceptions
Enter attendance exceptions for employees to either track hours taken from work or to
track overtime hours.
Follow these steps when entering attendance exceptions.
1
3 ! LABOR
Choose Activities | Labor | Timekeeping from the menu bar. MP2 displays the
Timekeeping form.
45
2
Employee Code—Enter the code identifying the employee for which to enter
attendance exceptions.
3
Date—Enter the date of the attendance exception.
4
Attendance Code—Enter the code identifying the attendance exception.
5
Hours—Enter the number of attendance exception hours.
When you enter VAC (vacation) or SICK (sick) for Attendance Code, MP2
automatically adjusts the employee’s available vacation and sick hours.
Tip:
Purging Timekeeping Records
Purge timekeeping records no longer needed to enable MP2 to search for certain records
quickly and efficiently.
Follow these steps when purging timekeeping records.
46
1
Choose Activities | Labor | Timekeeping from the menu bar. MP2 displays the
Timekeeping form.
2
Choose Purge Timekeeping Records from the options menu. MP2 displays the
Purge Timekeeping Records dialog box.
3
From Date and To DateEnter the date range for which to purge timekeeping
records.
4
Select the site(s) from which to purge timekeeping records, and then click OK. MP2
removes timekeeping records between the specified dates for the specified sites.
3 ! LABOR
4 ! VENDORS AND
MANUFACTURERS
Vendors supply inventory items, and manufacturers make them. Create vendor
records to access throughout MP2. Create manufacturer records for reference.
IN THIS CHAPTER
!
Entering Initial Vendor Information
!
Creating Vendor Records
!
Viewing Active Purchase Orders
!
Viewing Purchase Order Statistics
!
Creating Manufacturer Records
47
Entering Initial Vendor Information
Create vendor lists, enter exchange rate information for countries in which
you have vendors, and enter the taxes vendors charge before creating vendor
records.
Creating Vendor Lists
Create a list of all the vendors from whom you purchase parts and services.
Follow these steps when creating vendor lists.
1
Choose Activities | Inventory | Vendor List from the menu bar. MP2
displays the Vendor List form.
2
Click
3
Vendor ID—Enter a unique code identifying the vendor.
4
Name—Enter the name of the vendor.
to insert a new record. MP2 creates a vendor record.
Entering Exchange Rate Information
Enter an exchange rate for the currency of each country in which you have
vendors. The currency of your country is your default currency.
For example, your vendor may use Mexican currency with an exchange rate of
500. You can specify a symbol to associate with the currency, such as “M$.”
If you order 10 units of an item with a unit cost of $5 (default currency), MP2
lists the unit cost as $5 (default currency) and M$2500 (exchange rate
currency). MP2 then calculates the total cost as $50 (default currency) and
M$25,000 (exchange rate currency).
48
4 ! VENDORS AND MANUFACTURERS
Follow these steps when entering exchange rate information.
1
Choose Activities | Purchasing | Exchange Rates from the menu bar.
MP2 displays the Exchange Rates form.
2
Click
3
Currency—Enter the name of the currency.
4
Exchange Rate—Enter the current exchange rate for the currency which
is the value equal to one unit of the default currency. MP2 defaults to an
exchange rate of 1.00.
5
Currency Symbol—Enter a symbol (up to three alphanumeric characters
in length) to identify the currency. MP2 defaults to $.
to insert a new record. MP2 creates an exchange rate record.
Entering Tax Information
Enter tax codes for vendors that apply multiple tax rates to orders. Enter tax
names to represent the different taxes applied by vendors. Specify the tax
names that make up each tax code, and then assign tax codes to vendor
records.
Follow these steps when entering tax information.
1
Choose Activities | Purchasing | Tax Information from the menu bar.
MP2 displays the Tax Information form.
2
Click the Record View tab. MP2 displays the Record View page.
4 ! VENDORS AND MANUFACTURERS
49
3
Click
4
Tax Code—Enter a unique code identifying the set of taxes applied by
this vendor, and then enter a description of the tax code in the adjacent
field.
to insert a new record. MP2 creates a tax code record.
For example, if ACME Industrial Parts applies two taxes to your orders
and their Vendor ID is ACME-INDUST, then enter a tax code of TAXACME-INDUST.
50
5
Click the Tax Name tab. MP2 displays the Tax Name page.
6
Tax Name—Enter a unique code identifying the tax applied by this
vendor.
7
Tax Rate—Enter the number representing the percentage of each tax. For
example, if the tax is 5%, enter 5.
8
Click the Record View tab. MP2 displays the Record View page.
9
Tax Name—Enter the taxes that make up each tax code. For example, if
ACME Industrial Parts applies one tax for a province tax and a separate
tax for a country tax, enter both types of taxes.
4 ! VENDORS AND MANUFACTURERS
Creating Vendor Records
Create vendor records for all the vendors who supply the inventory items for
your warehouse(s) and for all contractors who perform maintenance work for
your site.
Adding Vendor Information
Add basic information about the vendor, including the vendor name and
address.
Follow these steps when adding vendor information.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Click
4
Vendor ID—Enter the code identifying the vendor.
5
Vendor Branch—Enter a unique code identifying the vendor branch.
6
Address—Enter the vendor branch’s contact information.
7
Enter information into the remaining fields, as necessary.
to insert a new record. MP2 creates a vendor branch record.
4 ! VENDORS AND MANUFACTURERS
51
Adding Items Supplied by Vendors
Add the inventory items supplied by vendors to vendor records.
Follow these steps when adding items supplied by vendors.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to add items, and then click the Items
Supplied tab. MP2 displays the Items Supplied page.
3
Item No.—Enter the code identifying the item supplied by this vendor.
4
Manufacturer—Enter the code identifying the manufacturer of the item.
5
SiteEnter the site of the inventory item.
6
Unit Cost—Enter the vendor’s cost per unit of the item.
7
Enter information into the remaining fields, as necessary.
Specifying the Ordering Method
Specify whether to order from vendors by paper or by fax.
Follow these steps when specifying the ordering method.
52
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to specify the ordering method, and then
click the Ordering tab. MP2 displays the Ordering page.
4 ! VENDORS AND MANUFACTURERS
3
Preferred Order Method—Select the method by which you send
purchase orders to the vendor.
4
Enter information into the remaining fields, as necessary.
Adding Vendor Notes
Add notes to vendor records for reference. MP2 prints vendor notes on
purchase orders.
Follow these steps when adding vendor notes.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to add notes, and then click the Notes tab.
MP2 displays the Notes page.
4 ! VENDORS AND MANUFACTURERS
53
3
Notes—Enter notes to print on purchase orders for the vendor.
Adding Representative Information
Add complete contact information for all vendors’ representatives.
Follow these steps when adding representative information.
54
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to add representative information, and then
click the Representative tab. MP2 displays the Representative page.
4 ! VENDORS AND MANUFACTURERS
3
Site—Enter the site to which the representative supplies inventory items.
4
Representative—Enter the name of the representative.
5
Comments—Enter additional information about the vendor. MP2 does
not print comments on purchase orders.
6
Enter information into the remaining fields, as necessary.
Viewing Active Purchase Orders
View purchase orders that have not been completely received or closed.
Follow these steps when viewing active purchase orders.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to view purchase orders, and then choose
Show Active Purchase Orders from the options menu. MP2 displays
the Active Purchase Orders dialog box.
3
View the active purchase order information.
Viewing Purchase Order Statistics
View purchase order statistics for each vendor, including the total cost of
items on open purchase orders, the date the warehouse last received items
from the vendor, and the total amount received to date from the vendor.
Follow these steps when viewing purchase order statistics.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2
displays the Vendors form.
2
Locate the vendor for which to view statistics, and then click the Notes
tab. MP2 displays the Notes page.
4 ! VENDORS AND MANUFACTURERS
55
3
Choose Refresh Vendor Statistics from the options menu. MP2 recalculates the vendor statistics.
4
View the information under Open PO Statistics.
Creating Manufacturer Records
Create records for manufacturers of your equipment and inventory items, and
then use these records for reference.
Adding Manufacturer Information
Add basic information about the manufacturer, including the manufacturer
name, address, and contact information.
Follow these steps when adding manufacturer information.
56
1
Choose Activities | Inventory | Manufacturers from the menu bar. MP2
displays the Manufacturers form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Click
4
Manufacturer ID—Enter a unique code identifying the manufacturer.
5
Name—Enter the name of the manufacturer.
6
Address—Enter the manufacturer’s address and contact information.
7
Enter information into the remaining fields, as necessary.
to insert a new record. MP2 creates a manufacturer record.
4 ! VENDORS AND MANUFACTURERS
Adding Manufacturer Notes
Add notes to manufacturer records for reference. MP2 does not print
manufacturer notes on purchase orders.
Follow these steps when adding manufacturer notes.
1
Choose Activities | Inventory | Manufacturers from the menu bar. MP2
displays the Manufacturers form.
2
Locate the manufacturer for which to add notes, and then click the Notes
tab. MP2 displays the Notes page.
3
Notes—Enter notes about the manufacturer.
4 ! VENDORS AND MANUFACTURERS
57
5 ! EQUIPMENT
In MP2, the term equipment refers to any object on which you track maintenance.
Equipment may be production related (presses, injection molders, etc.) or non-production
related (air-handling units, vehicles, etc.).
Equipment may also be any of the sub-assemblies, or components, of larger equipment.
For example, you may create an equipment record for a boiler system, and you may
create another equipment record for the pump on that boiler system. You can even create
an equipment record for the motor on that boiler system pump. This hierarchy helps you
to organize your MP2 equipment records better by keeping a separate history and
tracking costs for each component.
The equipment number is the focal point for most MP2 functions. Create equipment
numbers that are meaningful and concise.
MP2 keeps a complete history of all work performed on equipment, which you may view.
However, you cannot edit or create equipment history.
IN THIS CHAPTER
!
Entering Initial Equipment
Information
!
Creating Location and Sub-location
Records
!
Creating Equipment Records
!
Managing Spare Parts
!
Recording Meter Readings
!
Creating Component Hierarchies
!
Managing Service Contracts
!
Creating Nameplate Records and
Equipment Variables
!
Analyzing Equipment Failure
!
Calculating Equipment Maintenance
Costs
!
Viewing Equipment History
59
Entering Initial Equipment Information
Enter initial equipment information, such as equipment types, cost centers, and reason for
outage (RFO) codes, and then assign these codes to equipment records. Refer to
“Inserting Records” in Chapter 2: Basics for information on creating new records in
MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.
Menu Option
Fields
Examples
Activities | Equipment |
Equipment Types
Equipment Type
BOIL, MOTOR
Description
Boiler, Motor
Cost Center
ADMIN, MAINT
Description
Administration, Maintenance
Department
MOLD, SHIP
Description
Molding, Shipping
Activities | Equipment | Cost
Centers
Activities | Equipment |
Departments
Activities | Equipment | General General Ledger No. 12500
Ledgers
Operations
Description
Activities | Equipment |
Reasons for Outage
Activities | Equipment |
Reasons for Failure
RFO Code
FDB
Description
Failure-Drive Belt
RFF Code
EW
Description
Excessive Wear
Creating Location and Sub-location Records
Locations are specific areas, such as buildings, floors, and rooms, in which you store
inventory or house equipment.
Create locations to define areas for equipment. Create sub-locations to define more
specific areas. You may create up to 3 levels of sub-locations. For example, the location
may be Building A; the first sub-location, Floor 1; the second sub-location, Area B; and
the third sub-location, Line 1.
Once you create locations and sub-locations, you can create tasks and work orders for
locations without assigning equipment.
Follow these steps when creating location and sub-location records.
1
60
Choose Activities | Equipment | Locations from the menu bar. MP2 displays the
Locations form.
5 ! EQUIPMENT
2
Click the Tree View tab. MP2 displays the Tree View page.
To determine which location record is current (highlighted in List View), click
Synchronize With List View. MP2 highlights the location in the Tree View, expanding
levels as necessary.
Tip:
3
Choose one of these options.
!
Create location—Click Add Location to add a new location.
!
Create sub-location—Select the location for which to add a sub-location, and
then click Add Sub-location.
MP2 adds a new branch to the location record.
4
Location Text—Enter a unique code identifying the location or sub-location.
5
Enter information into the remaining fields, as necessary.
6
Click Done. MP2 adds the new location or sub-location.
5 ! EQUIPMENT
61
Refer to this table for additional procedures concerning location records.
Function
Procedure
Remove locations
Important:
Removing a location or sub-location also removes all
sub-locations below this record.
Select the location or sub-location to remove, and then click
Remove. MP2 displays a message indicating that removing this
record deletes all references to this record. Click Yes. MP2
removes the location or sub-location and all references to it.
Rename locations
Select the location or sub-location to rename, and then click
Rename. MP2 displays the location or sub-location in Location
Text. Edit the name of the location or sub-location, and then click
Done. MP2 displays a message indicating that renaming this
record changes all references to this record. Click Yes. MP2
renames the location or sub-location.
Creating Equipment Records
Create equipment records for all equipment on which you track maintenance.
Adding Equipment Information
Add basic information about the equipment, including the type, location, serial number,
and manufacturer.
Follow these steps when adding equipment information.
62
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Click the Record View tab. MP2 displays the Record View page.
5 ! EQUIPMENT
3
to insert a new record. MP2 creates an equipment record and populates
Click
Site with your home site.
4
Equipment No.—Enter a unique code identifying the piece of equipment, and then
enter a description of the equipment in the adjacent field.
5
Equipment Type—Enter the code identifying the type of the equipment.
6
Location—Enter the code identifying the location of the equipment.
7
Enter information into the remaining fields, as necessary.
Adding Financial Information
Add financial information for each piece of equipment, including the general ledger
number, the department and cost center to which the equipment belongs, and the original
and replacement costs of the equipment.
MP2 calculates material costs, employee labor costs, and vendor labor costs from closed
work orders.
Follow these steps when adding financial information.
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add financial information, and then click the
Financial Data tab. MP2 displays the Financial Data page.
3
General Ledger No.—Enter the code identifying the general ledger number for the
equipment.
4
Department—Enter the code identifying the department to which you charge
expenses for the equipment.
5
Cost Center—Enter the code identifying the cost center to which you charge
expenses for the equipment.
5 ! EQUIPMENT
63
6
Original Cost—Enter the cost of the equipment at the time of purchase.
7
Replacement Cost—Enter the cost to replace the equipment, i.e., the current cost of
the equipment.
8
Enter information into the remaining fields, as necessary.
Adding Safety Information
Add safety information, such as “lock out/ tag out” instructions, MSDS information, or
confined space entry specifications for the equipment. MP2 prints safety information on
work orders.
Follow these steps when adding safety information.
Tip:
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add safety information, and then click the Safety
Notes tab. MP2 displays the Safety Notes page.
3
Enter safety information in the memo field.
Copy and paste safety information from other software packages.
Managing Spare Parts
Spare parts are inventory items used to maintain equipment. Create lists of spare parts,
assigning spare parts codes to the lists, and then add the codes to equipment records to
quickly assign lists of spare parts.
You may also use spare parts lists as “build lists” for equipment. Build lists catalogue all
inventory and non-inventory items needed to rebuild the equipment.
64
5 ! EQUIPMENT
Creating Spare Parts Lists
Create lists of commonly used spare parts for each type of equipment. For example, if all
of your heating, ventilation, and air conditioning systems require the same spare parts,
create one spare parts list for all of them.
Follow these steps when creating spare parts lists.
1
Choose Activities | Equipment | Spare Parts from the menu bar. MP2 displays the
Spare Parts form.
2
Click
3
Spare-parts Code—Enter a unique code identifying the spare parts list.
4
Item No.—Enter the item to include on the spare parts list.
5
Qty—Enter the quantity of the part required for maintenance.
to insert a new record. MP2 creates a spare parts record.
Adding Spare Parts Lists to Equipment Records
After creating spare parts lists, add the lists to equipment records.
Follow these steps when adding spare parts lists to equipment records.
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add a spare parts list, and then click the Spares
tab. MP2 displays the Spares page.
5 ! EQUIPMENT
65
3
Spare-parts Code—Enter the code identifying the spare parts list for the equipment.
MP2 lists the spare parts and the accompanying information.
To view the warehouse, stock location, and quantity of the selected item, click
Tip:
.
Updating Spare Parts Lists
Quantities of parts used for work orders might change over time; therefore, spare parts
lists can become inaccurate. You may automatically adjust spare parts lists by using
actual quantities from work order history. This feature eliminates manual data entry and
prevents you from having to remember the exact quantities used for maintenance work.
For example, a spare parts list defined as AUTO lists all parts required for a vehicle oil
change and tire rotation. The spare parts list includes 5 quarts of oil. The oil change
actually requires 6 quarts of oil, and the maintenance employee records this quantity on
the work order. When the employee closes the work order, MP2 transfers the new
quantity to work order history. Then, instead of manually adjusting the spare parts list to
provide the correct quantity required for the tune-up, the employee updates the spare
parts list from the correct information stored in history.
Follow these steps when updating spare parts lists.
1
Choose Activities | Equipment | Update Spare Parts Lists from the menu bar.
MP2 displays the Select Sites dialog box.
2
Select the site(s) from which to collect parts information from work order history,
and then click OK.
MP2 first searches all equipment records with defined spare parts lists for the
specified site(s) and then searches work order history for parts used on each of the
selected pieces of equipment. MP2 then displays this information in the Update
Spare Parts Lists form.
66
5 ! EQUIPMENT
3
Verify the information in the form, and then click Update. MP2 updates all spare
parts lists in the current filter with the new quantity.
Viewing Spare Parts Availability
View the availability of spare parts, including quantities currently in stock (Qty on
Hand), quantities not yet received on open purchase orders (Order Qty), and quantities
reserved for open work orders but not yet used (Qty Reserved). MP2 calculates the
shortage of each part with this formula.
Shortage = (Qty Reserved + Required) – (Qty on Hand + Order Qty)
Follow these steps when viewing spare parts availability.
1
2
5 ! EQUIPMENT
Choose one of these options.
!
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays
the Equipment form.
!
Choose Activities | Equipment | Spare Parts from the menu bar. MP2
displays the Spare Parts form.
Locate the equipment for which to view spare parts availability, and then choose
Parts Availability from the options menu. MP2 displays the Parts Availability dialog
box.
67
3
View the spare parts availability information, and then click OK. MP2 returns to the
equipment record.
Recording Meter Readings
Record meter readings for all applicable pieces of equipment. First, create meter records,
and if you want to track meter history, enter past meter readings. Then, update equipment
meter readings via one of these methods.
!
Work order records—Enter meter readings on work order records after performing
maintenance work. Then, when you close the work orders, MP2 automatically
updates the equipment records.
!
Equipment records—Enter meter readings directly on equipment records.
If you schedule tasks by meters, MP2 automatically generates work orders for
equipment when the equipment meter readings reach the meter frequencies specified
on the task records. Then, when you close the work orders, MP2 automatically
updates the meter information on the task records.
Tip:
Adding Meter Information
Add meter records to equipment records, selecting the meter type and update method.
Follow these steps when adding meter information.
68
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add meter information, and then click the Meters
tab. MP2 displays the Meters page.
5 ! EQUIPMENT
3
Meter Name—Enter a unique code identifying the meter.
4
Unit of Measure—Enter the unit of measure for the meter (e.g., MILES).
5
Runtime/Cycles—Select the meter type.
6
Replace/Add—Select the method by which MP2 updates the meter reading.
Select Replace for standard meter readings, like odometers. Select Add only if you
reset the meter after taking the reading.
Tip:
7
Rollover Point—Enter the meter value at which the count rolls over.
8
Enter information into the remaining fields, as necessary.
Updating Meter Readings
After adding meter information, record meter readings each time you perform
maintenance on the equipment. Refer to “Updating Meter Readings” in Chapter 10:
Work Orders for information on updating meter readings on work orders.
Follow these steps when updating meter readings.
1
5 ! EQUIPMENT
Choose Activities | Equipment | Quick Meter Entry from the menu bar. MP2
displays the Quick Meter Entry form.
69
2
Equipment No.—Enter the code identifying the equipment with the meter to update.
3
Meter Name—Enter the code identifying the meter to update.
4
Value—Choose one of these options.
!
Replace meter reading—If you specified Replace for Replace/Add on the
meter record, enter the value with which to replace the current meter reading.
!
Add to meter reading—If you specified Add for Replace/Add on the meter
record, enter the value to add to the current meter reading.
5
Enter information into the remaining fields, as necessary.
6
Click Update. MP2 updates the equipment meter readings.
MP2 displays an Error Message if it cannot post a record. Correct the problem, and then
click Update.
You may also update meter readings by clicking Update Meter Reading on the Meters
page of the Equipment form.
Tip:
Creating Component Hierarchies
Equipment component hierarchies represent the relationship between pieces of equipment
and their components. MP2 refers to equipment containing components as parents.
Create component hierarchies by first creating equipment records for all parent and
component equipment. Refer to “Creating Equipment Records” earlier in this chapter.
Next, add components to their parents. For example, after creating equipment records for
a lift truck and a motor, assign the motor to the lift truck as a component.
Follow these steps when creating component hierarchies.
70
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add components, and then click the Components
tab. MP2 displays the Components page.
5 ! EQUIPMENT
3
Available Equipment—Select a component of the equipment, and then click Link
Components. MP2 adds the component to the selected equipment in the
Components Tree.
You may drag component equipment from the Available Equipment list to its parent
equipment in the Components Tree. Select the component to add, place the cursor
over , and then drag the component to the parent equipment. Refer to the Windows
documentation for more information on dragging objects.
Tip:
Refer to this table for additional procedures concerning components.
Function
Procedure
Remove components
Select, from the Components Tree, the component to
remove, and then click Un-link Components. MP2 displays a
message asking whether to un-link the current node. Click
Yes. MP2 removes the component and its sub-components
from the Components Tree.
Display parent
Place the cursor in Equipment No. at the top of the page,
locate the component for which to display the parent, and
then click Show Parent. MP2 displays the parent of the
current equipment.
Display specific
component hierarchy
Double-click an equipment record in the Components Tree.
MP2 displays the component hierarchy for the selected
equipment only.
5 ! EQUIPMENT
71
Managing Service Contracts
At times, vendors offer warranties with equipment. Whether the warranty is free or you
pay for the contract, record this information in MP2 to ensure that the vendor maintains
and repairs the equipment.
Create service contract records, and then add the service contract codes to equipment
records. When equipment under warranty requires maintenance, MP2 notifies you that an
extended service contract covers the equipment. MP2 notifies you only if you assign a
warranty expiration date to the piece of equipment.
Creating Service Contract Records
Create service contract records for equipment under warranty.
Follow these steps when creating service contract records.
72
1
Choose Activities | Equipment | Service Contracts from the menu bar. MP2
displays the Service Contracts form.
2
Click
3
Service Contract No.—Enter a unique code identifying the service contract. This
number may be the same as Contract No.
4
Contract No.—Enter the vendor’s service contract number.
5
Vendor Branch—Enter the code identifying the vendor branch with whom you have
the contract.
6
Starting Date—Enter the beginning date for the contract.
7
Expiration Date—Enter the ending date for the contract.
to insert a new record. MP2 creates a service contract record.
5 ! EQUIPMENT
Adding Service Contracts to Equipment Records
Service contracts might cover more than one piece of equipment. Specify the service
contract number for all equipment records covered under the service contract.
Follow these steps when adding service contracts to equipment records
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to add a service contract, and then click the
Financial Data tab. MP2 displays the Financial Data page.
3
Service Contract No.—Enter the code identifying the service contract.
Recording Service Contract Payments
Record all service contract payments made to vendors.
Follow these steps when recording service contract payments.
1
5 ! EQUIPMENT
Choose Activities | Equipment | Service Contracts. MP2 displays the Service
Contracts form.
73
2
Last Payment—Enter the dollar amount of the payment.
3
Date Paid—Enter the date of the payment.
4
Click Add to Total Payment. MP2 updates Total Payment.
Viewing Equipment Covered Under Service Contracts
View all equipment covered under service contracts.
Follow these steps when viewing equipment covered under service contracts.
74
1
Choose Activities | Equipment | Service Contracts from the menu bar. MP2
displays the Service Contracts form.
2
Locate the service contract for which to view equipment, and then click the
Equipment tab. MP2 displays the Equipment page.
3
View the equipment associated with the service contract.
5 ! EQUIPMENT
Creating Nameplate Records and Equipment
Variables
Create nameplates and equipment variables to store additional information about
equipment. Nameplates and equipment variables are different from the equipment userdefined fields. User-defined fields store equipment-specific information. Nameplates and
equipment variables store and track information for all equipment of a particular
equipment type.
First, create nameplate or equipment variable records, and then add the detailed
nameplate or equipment variable information.
Creating Nameplate Records
Nameplates normally contain information found on equipment nameplates, but they can
contain any additional information about the equipment. Nameplates are particularly
useful for storing information specific to the type of equipment (e.g., horsepower for
motors or pounds per square inch for air compressors).
After creating equipment records and assigning equipment types to them, you may create
nameplate records.
Follow these steps when creating nameplate records.
1
Choose Activities | Equipment | Nameplates from the menu bar. MP2 displays the
Nameplates form.
2
Select the equipment type for which to create a nameplate, and then click Create.
MP2 displays the Edit the Structure of Nameplate dialog box.
5 ! EQUIPMENT
75
3
Click
4
Field Name—Enter the name of the field.
5
Field Type—Select the type of field.
6
Field Size—Enter the maximum number of characters for the field.
7
Primary Key—Select whether to designate the field as a key field.
8
Click OK. MP2 creates the nameplate record.
to insert a new record. MP2 creates a nameplate record.
Entering Nameplate Information
After creating nameplates, enter nameplate information for each equipment.
Follow these steps when entering nameplate information.
76
1
Choose Activities | Equipment | Nameplates from the menu bar. MP2 displays the
Nameplates form.
2
Select the equipment for which to enter nameplate information, and then click Edit.
MP2 displays the Edit Nameplate dialog box.
5 ! EQUIPMENT
3
Click
4
Enter information into each nameplate field.
to insert a new record. MP2 creates a nameplate information record.
Creating Equipment Variable Records
Equipment variables are similar to nameplates; however, with equipment variables, you
can track changes to values over time. You can also add equipment variable information
while updating work order records. MP2 stores the information in the equipment variable
records that you create.
After creating equipment records and assigning equipment types to them, you may create
equipment variable records.
Follow these steps when creating equipment variable records.
1
Choose Activities | Equipment | Equipment Variables from the menu bar. MP2
displays the Equipment Variables form.
2
Select the equipment type for which to create an equipment variable, and then click
Create. MP2 displays the Edit the Structure of Equipment Variable dialog box.
5 ! EQUIPMENT
77
3
Click
4
Field Name—Enter the name of the field.
5
Field Type—Select the type of field.
6
Field Size—Enter the maximum number of characters for the field.
7
Primary Key—Select whether to designate the field as a key field.
8
Click OK. MP2 creates the equipment variable record.
to insert a new record. MP2 creates an equipment variable record.
Entering Equipment Variable Information
After creating equipment variables, enter equipment variable information.
You may edit equipment variable information while entering data on work orders.
Tip:
Follow these steps when entering equipment variable information.
78
1
Choose Activities | Equipment | Equipment Variables from the menu bar. MP2
displays the Equipment Variables form.
2
Select the equipment type for which to enter equipment variable information, and
then click Edit. MP2 displays the Edit Equipment Variable Table dialog box.
3
Click
record.
4
Enter equipment variable information for each equipment/work order record.
to insert a new record. MP2 creates an equipment variable information
5 ! EQUIPMENT
Editing and Viewing Nameplates and Equipment Variables
Refer to this table for information on editing and viewing nameplates and equipment
variables.
Function
Procedure
Edit fields
Select the equipment type for which to edit fields, and
then click Restructure. Edit the fields included in the
nameplate or equipment variable, and then click OK.
Edit nameplate or equipment
variable information
Select the equipment type for which to edit fields, and
then click Edit. Edit the nameplate or equipment
variable information, and then click OK.
View nameplate or
equipment variable
information
Select the equipment type for which to edit fields, and
then click View. View the nameplate or equipment
variable information.
Analyzing Equipment Failure
Record equipment failure for each equipment type, including the reasons for outage and
solutions. Then, with this information, track equipment breakdown trends and
troubleshoot problems.
Creating the Equipment Failure Tree
Create a detailed equipment failure hierarchy (tree) by adding reasons, sub-reasons, and
solutions for each equipment type. The more detailed the equipment failure tree, the
better you can analyze equipment failure and troubleshoot problems. As you gather more
information on equipment failure, modify the equipment failure tree.
Adding Reasons and Sub-reasons for Outage
Add reasons and sub-reasons for all equipment types.
Follow these steps when adding reasons and sub-reasons for outage.
1
Choose Activities | Equipment | Failure Analysis from the menu bar. MP2
displays the Failure Analysis form.
2
Click the Tree View tab. MP2 displays the Tree View page.
3
Choose one of these options.
!
Add reasons—Select the equipment type for which to add reasons for outage,
and then click Add Reason.
!
Add sub-reasons—Select the RFO code for which to add a sub-reason, and then
click Add Sub-reason.
MP2 displays the Reason for Outage dialog box.
5 ! EQUIPMENT
79
4
Reason for Outage—Enter a unique code identifying the reason or sub-reason for
outage (RFO).
5
Description—Enter a detailed description of the equipment outage.
6
Click OK. MP2 adds the RFO code and description and then returns to the Failure
Analysis form.
Adding Solutions
Add solutions for all reasons/sub-reasons, if applicable.
Follow these steps when adding solutions.
1
Choose Activities | Equipment | Failure Analysis from the menu bar. MP2
displays the Failure Analysis form.
2
Click the Tree View tab. MP2 displays the Tree View page.
3
Click next to the equipment type containing the reason for outage (RFO) code for
which to add solutions. MP2 displays all RFO codes for that equipment type.
4
Select the RFO code for which to add solutions, and then click Add Solution. MP2
displays the Solution dialog box.
5
Solution—Enter a unique code identifying the solution.
6
Description—Enter a detailed description of the solution.
7
Click OK. MP2 adds the solution and description and then returns to the Failure
Analysis form.
Navigating the Equipment Failure Tree
Navigate and view equipment failure data in hierarchical format.
Follow these steps when navigating the equipment failure tree.
1
80
Choose Activities | Equipment | Failure Analysis from the menu bar. MP2
displays the Failure Analysis form.
5 ! EQUIPMENT
2
Click the Tree View tab. MP2 displays the Tree View page containing the first two
levels of the equipment failure tree: the root and all equipment types.
If equipment components exist, MP2 creates additional levels of the equipment failure
tree by searching the equipment table for components and entering those equipment
types under their parent equipment. For example, you might have a boiler (BOIL-01)
with an equipment type of BOIL and a pump (PUMP-2873) with an equipment type of
PUMP. If MP2 finds that BOIL-01 has a component (PUMP-2873), it enters PUMP
under BOIL in the equipment failure tree.
Tip:
3
Click next to the equipment type to view. MP2 displays either the equipment type
for each component or the reason for outage (RFO) code(s) and description.
4
Click
5 ! EQUIPMENT
next to the RFO code. MP2 displays the sub-reasons and solutions.
81
Tip:
To display the RFO codes, sub-reasons, and solutions for all equipment types, click
Expand All. This procedure might take several minutes.
Modifying the Equipment Failure Tree
You can edit, copy, move, and remove reasons, sub-reasons, or solutions. Refer to this
table for procedures for modifying the equipment failure tree.
Function
Procedure
Edit reasons, sub-reasons, or
solutions
Select the reason, sub-reason, or solution to edit,
and then click Edit. MP2 displays either the
Reason for Outage or Solution dialog box. Enter
the necessary changes, and then click OK.
Copy reasons, sub-reasons, or
solutions
Select the reason, sub-reason, or solution to copy.
Click the left or middle mouse button, and then
drag the reason, sub-reason, or solution to the
destination equipment type.
Move reasons, sub-reasons, or
solutions
Select the reason, sub-reason, or solution to
move. Click the right mouse button, and then
drag the reason, sub-reason, or solution to the
destination equipment type.
Remove reasons, sub-reasons, or
solutions
Important:
Removing a reason also removes all
sub-reasons and solutions.
Select the reason, sub-reason, or solution to
remove, and then click Remove. MP2 displays a
confirmation. Click Yes.
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5 ! EQUIPMENT
Troubleshooting Equipment Failure
Quickly find solutions to problems with equipment by searching on key words in reason
or solution descriptions.
Follow these steps when troubleshooting equipment failure.
1
Choose Activities | Equipment | Failure Analysis from the menu bar. MP2
displays the Failure Analysis form.
2
Click the Troubleshooting tab. MP2 displays the Troubleshooting page.
3
Equipment Type—Enter the equipment type to troubleshoot. If left blank, MP2
queries on all equipment types.
4
Select one of these options.
!
Match Any Word—MP2 finds the reason, sub-reason, and solution
descriptions containing any word in Find These Words. For example, if you
enter add oil in Find These Words, MP2 finds all entries with the word “add”
OR “oil” in a reason, sub-reason, or solution description.
!
Match All Words—MP2 finds the reason, sub-reason, and solution descriptions
containing all words found in Find These Words. For example, if you enter
add oil in Find These Words, MP2 finds all entries with the words “add”
AND “oil” in a reason, sub-reason, or solution description.
5
Find These Words—Enter the text for which to search. MP2 searches according to
the selected options and then displays the findings.
6
Click Search. MP2 searches according to the selected options and then displays the
findings.
5 ! EQUIPMENT
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Calculating Equipment Maintenance Costs
Calculate the costs for materials and labor on open work orders and work orders in
history.
Calculating Total Equipment Costs
Total equipment cost includes the material and labor cost of maintaining the equipment.
MP2 obtains this information from work order and work order history records.
MP2 calculates the percentages of replacement cost and original cost based on the
maintenance costs. Compare the cost of maintaining the equipment to the cost of
purchasing a new piece of equipment.
Follow these steps when calculating total equipment costs.
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to calculate costs, and then choose Total Cost from
the options menu. MP2 calculates the costs and then displays them in the Total Cost
dialog box.
3
View the costs, and then click OK. MP2 returns to the equipment record.
Calculating Asset Values
The asset value is the current depreciated value of the equipment.
Enter the Startup Date for the equipment and the Life (mos.) of the equipment prior to
calculating the asset value for the equipment.
Tip:
Follow these steps when calculating asset values.
84
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to calculate asset values, and then choose Asset
Value from the options menu. MP2 displays the Asset Value dialog box.
5 ! EQUIPMENT
If you entered the value of Life (mos.) (on the Financial Data page) in months, MP2
calculates the Current Value of the equipment with this formula.
MP2 also calculates the Annual Depreciation of the equipment with this formula.
3
View the value of the equipment, and then click OK.
Viewing Equipment History
MP2 tracks all work performed on equipment. View equipment information when
necessary.
Follow these steps when viewing equipment history.
1
Choose Activities | Equipment | Equipment from the menu bar. MP2 displays the
Equipment form.
2
Locate the equipment for which to view history, and then click the History tab. MP2
displays the History page.
3
View the equipment history information.
5 ! EQUIPMENT
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6 ! INVENTORY
Create inventory records for all the warehouses’ maintenance parts. Maintain an efficient,
cost-effective inventory by tracking parts usage on work orders and costs through
purchasing and by controlling the warehouses’ ordering process.
Purchase and receive inventory items with MP2’s Purchasing module. Refer to Chapters
11: Quotations, 12: Requisitions, and 13: Purchase Orders.
Control ordering with ABC analysis or Economical Order Quantity (EOQ). ABC analysis
groups parts by number of issues or quantity on hand. EOQ determines the most costeffective quantity to order, based on stocking costs and usage history. Refer to
“Performing EOQ Analysis” later in this chapter.
Each time you change an inventory record, MP2 records a specific inventory transaction
history record based on the transaction type. Refer to “Viewing Inventory Transaction
History” later in this chapter for information on inventory transaction history.
IN THIS CHAPTER
!
Entering Initial Inventory Information !
!
Creating Inventory Records
!
Moving Items Between Warehouses
!
Receiving Inventory Items
!
Counting Inventory
!
Viewing Inventory Availability
!
Viewing Reserved Parts
!
Printing Inventory Item Labels
!
Viewing Warehouse Information
!
Checking Out Inventory Items
!
Calculating Inventory Usage
!
Returning Inventory Items
!
Calculating Inventory Costs
!
Checking Out and Returning Multiple !
Inventory Items
!
Adjusting Stock Levels
!
!
Moving Items Within a Warehouse
Performing ABC Analysis
Performing EOQ Analysis
Viewing Inventory Transaction History
87
Entering Initial Inventory Information
Enter initial inventory information, such as accounts, payment terms, units of measure,
and inventory types, and then assign these codes to inventory records. Refer to “Inserting
Records” in Chapter 2: Basics for information on creating new records in MP2. Refer to
Appendix A: Field Definitions for descriptions of all fields.
Menu Option
Fields
Examples
Activities | Inventory | Accounts
Account Code
01-3001
Description
Repair parts, entire plant
Payment Terms
90DAYS
Description
90 days, interest free
Unit
EACH, GAL
Description
Each, Gallon
Type
BRNG, FILT
Description
Bearing, Filter
Activities | Inventory | Payment
Terms
Activities | Inventory | Units of
Measure and Purchase
Activities | Inventory | Inventory
Types
Creating Inventory Records
Create inventory records for each of your inventory items. MP2 tracks inventory items,
including usage, quantities in multiple locations and warehouses, substitute items,
vendors, and reorder points.
Adding Inventory Information
Add basic information about the inventory item, including the type, account codes, and
cost center.
Follow these steps when adding inventory information.
88
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Click the Record View tab. MP2 displays the Record View page.
6 ! INVENTORY
3
Click
4
Item No.—Enter a unique code identifying the item, and then enter a description of
the item in the adjacent field.
5
Type—Enter the code identifying the inventory type.
6
Balance—Enter the code identifying the account to which to charge the item while it
is in inventory.
7
Expense—Enter the code identifying the account to which to charge the item when it
is checked out of inventory.
8
Write-off—Enter the code identifying the account to which to charge the item when
it is written-off.
9
Cost Center—Enter the code identifying the cost center for the item.
to insert a new record. MP2 creates an inventory item record.
10 Enter information into the remaining fields, as necessary.
Adding Stock Information
Enter the warehouse, location, and quantity for inventory stock items.
Follow these steps when adding stock information.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to add stock information, and then click the
Record View tab. MP2 displays the Record View page.
3
Click the Stock tab at the bottom of the page. MP2 displays the Stock sub-page.
6 ! INVENTORY
89
4
Warehouse—Enter the code identifying the warehouse containing the item.
5
Location—Enter the code identifying the location of the item.
6
Qty on Hand—Enter the number of items at this location. MP2 displays the
Inventory Item Cost dialog box.
7
Adjusted Unit Cost—Enter the unit cost of the item.
8
Click OK. MP2 returns to the inventory item record.
Adding Ordering Information
Enter purchasing information for inventory items, and specify the reordering method.
Follow these steps when adding ordering information.
90
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to add ordering information, and then click the
Record View tab. MP2 displays the Record View page.
3
Click the Ordering tab at the bottom of the page. MP2 displays the Ordering subpage.
4
Reorder Qty—Enter the number of items to order when reordering.
6 ! INVENTORY
5
Reorder Method—Select one of these options.
!
Min/Max—Select this method for items used infrequently. During the
requisition generation process, MP2 selects items using this formula.
Qty on hand + Qty on order – Qty reserved < Min Stock Level
When the total quantity available of the item is below the Minimum Stock
Level, MP2 requisitions the item.
!
Reorder Point—Select this method for items used frequently. During the
requisition generation process, MP2 selects items using this formula.
Qty on hand + Qty on order – Qty reserved ≤ Reorder point
When the total quantity available of the item is equal to or below the Reorder
Point, MP2 requisitions the item.
6
7
Enter this information according to the selected reorder method.
!
Minimum Stock Level—If you chose Min/Max for the reorder method, enter
the stock level below which MP2 generates requisitions for the item.
!
Reorder Point—If you chose Reorder Point for the reorder method, enter the
stock level at or below which MP2 generates requisitions for the item.
Enter information into the remaining fields, as necessary.
Editing Unit Cost Information
Edit unit cost information, if necessary.
Follow these steps when editing unit cost information.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to edit cost information, and then click the
Record View tab. MP2 displays the Record View page.
3
Click the Costs tab at the bottom of the page. MP2 displays the Costs sub-page.
If the cost method is FIFO or LIFO, the form displays the actual receipts and the
actual unit cost (not averaged) for each receipt.
4
Date and Time—Edit, if necessary.
5
Unit Cost—Enter the item’s updated cost per unit.
6 ! INVENTORY
91
Specifying Substitute Items
Specify substitute items that employees may use when the items they need are not in
stock.
Follow these steps when specifying substitute items.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to specify substitute items, and then click the
Substitute Items tab. MP2 displays the Substitute Items page.
3
Substitute Item No.—Enter the code identifying the inventory item that employees
use in place of the inventory item.
Assigning Vendors to Items
Assign vendors to items. MP2 uses this information when ordering items.
Follow these steps when assigning vendors to items.
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1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to assign vendors, and then click the Vendors
tab. MP2 displays the Vendors page.
6 ! INVENTORY
3
Site—Enter the code identifying the site for which to assign vendors.
4
Vendor ID—Enter the code identifying the vendor supplying the item.
5
Manufacturer—Enter the code identifying the manufacturer of the item.
6
Enter information into the remaining fields, as necessary.
Adding Specifications and Notes
Add specifications to inventory item records. MP2 prints specifications on purchase
orders. Add notes to inventory item records for reference. MP2 does not print notes on
purchase orders.
Follow these steps when adding specifications and notes.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to add specifications and notes, and then click
the Specifications/Notes tab. MP2 displays the Specifications/Notes page.
6 ! INVENTORY
93
3
Specifications—Enter item specifications.
4
Notes—Enter additional information about the item.
Receiving Inventory Items
Receive items with inventory quick receive if your purchasing department uses a separate
purchasing package. Also, use this receive function to update item locations, quantities,
and costs without editing individual inventory records.
When you receive inventory items, MP2 updates stock levels and creates inventory
transaction history records with transaction types of Quick Receive for each item.
MP2 does not record inventory receive transactions in purchase order history. Refer to
“Receiving Line Items” in Chapter 13: Purchase Orders.
Follow these steps when receiving inventory items.
1
94
Choose Activities | Inventory | Quick Receive from the menu bar. MP2 displays
the Quick Receive form.
6 ! INVENTORY
2
Item No.—Enter the code identifying the item to receive.
3
Warehouse—Enter the code identifying the warehouse to which to receive the item.
4
Location—Enter the code identifying the location to which to receive the item.
5
Unit Cost—Enter the unit cost of the item.
6
Quantity—Enter the number of items to receive.
7
Date and Time—Edit the date and time of the receipt, if necessary.
8
Click Update. MP2 updates the appropriate inventory records.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Update.
Viewing Inventory Availability
Before checking out items, view the available quantities on hand, average unit costs, total
values, quantities on order, and quantities reserved.
Follow these steps when viewing inventory availability.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to view availability, and then choose Item
Status from the options menu. MP2 displays the Item Status dialog box.
6 ! INVENTORY
95
3
View the item information, and then click OK. MP2 returns to the inventory item
record.
Qty on Order appears blank until you calculate the usage of inventory items. Refer to
“Calculating Inventory Usage” later in this chapter.
Tip:
Printing Inventory Item Labels
Print labels for inventory items to guard against checking out incorrect items. Print a
label for each in-stock item, including the item number, description, and location. MP2
can print up to 999 of various sizes and styles of labels in one session.
Follow these steps when printing inventory item labels.
1
Choose Activities | Inventory | Item Labels from the menu bar. MP2 displays the
Item Labels print dialog box.
2
Click OK. MP2 prints the labels.
Checking Out Inventory Items
Check out inventory to an employee or vendor, and then charge the check-out to a work
order, equipment, cost center, employee, or location.
When you check out inventory items, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Inventory Check-out.
Follow these steps when checking out inventory items.
96
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item to check out, and then choose Check Out from the
options menu. MP2 displays the Check Out Items dialog box.
6 ! INVENTORY
3
Issue To—Select whether to check out the item to an Employee or to a Vendor.
4
Employee Code or Vendor Branch—Enter the code identifying the employee or
vendor branch.
5
Charge To—Select one of these options for charging the check-out to a work order,
equipment, cost center, employee, or location.
Option
Work Order
Procedure
Select Work Order, and then enter the WO No. When
posted, MP2 updates the work order parts information.
Equipment
Select Equipment, and then enter the Equipment No.
Cost Center
Select Cost Center, and then enter the Cost Center.
Employee
Select Employee, and then enter the Employee Code.
Location
Select Location, and then enter the Location.
6
Issue-from Warehouse—Enter the code identifying the inventory warehouse from
which to check out the item.
7
Issue-from Location—Enter the code identifying the inventory location from which
to check out the item.
8
Check-out Quantity—Enter the number of items to check out.
9
Enter information into the remaining fields, as necessary.
10 Click Post. MP2 updates the inventory item information.
6 ! INVENTORY
97
Returning Inventory Items
Return items from an employee or vendor, and credit a work order, cost center,
equipment, employee, or location.
When you return inventory items, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Inventory Return.
Follow these steps when returning inventory items.
98
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item to return, and then choose Return from the options menu.
MP2 displays the Return Items dialog box.
3
Return From—Select whether to return the item from an Employee or from a
Vendor.
4
Employee Code or Vendor Branch—Enter the code identifying the employee or
vendor branch.
5
Credit To—Select one of these options for crediting the return to a work order,
equipment, cost center, employee, or location.
Option
Procedure
Work Order
Select Work Order, and then enter the WO No. When
posted, MP2 updates the work order parts information.
Equipment
Select Equipment, and then enter the Equipment No.
Cost Center
Select Cost Center, and then enter the Cost Center.
Employee
Select Employee, and then enter the Employee Code.
Location
Select Location, and then enter the Location.
6 ! INVENTORY
6
Warehouse—Enter the code identifying the warehouse to which to return the item.
7
Location—Enter the code identifying the location to which to return the item.
8
Return Quantity—Enter the number of items to return.
9
Enter information into the remaining fields, as necessary.
10 Click OK. MP2 updates the inventory item information.
Checking Out and Returning Multiple Inventory Items
Check out and return multiple inventory items without accessing individual item records.
Once you enter all the check-out and return information, post the transactions at one time.
MP2 updates stock levels and creates inventory transaction records for all items.
Follow these steps when checking out and returning multiple inventory items.
1
Choose Activities | Inventory | Quick Check-out/Return from the menu bar. MP2
displays the Quick Check-out/Return form.
2
Item No.—Enter the code identifying the item to check out or return.
3
Check-out/Return—Select either Check-out or Return.
4
Warehouse—Enter the code identifying the warehouse from which to check out the
item or to which to return the item.
5
Location—Enter the code identifying the location from which to check out the item
or to which to return the item.
6
To/From—Select whether to check out the item to or to return the item from an
Employee or a Vendor.
7
To/From No.—Enter the code identifying the employee or vendor branch.
8
Charge/Credit to—Select whether to charge the check-out or to credit the return to
a work order, cost center, equipment, employee, or location.
6 ! INVENTORY
99
9
Charge/Credit to No.—Enter the code identifying the work order, cost center,
equipment, employee, or location.
10 Date and Time—Edit the date and time of the transaction, if necessary.
11 Quantity—Enter the number of items to check out or return.
12 Enter information into the remaining fields, as necessary.
13 Click Update. MP2 updates the inventory item information.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Update.
Adjusting Stock Levels
Adjust stock levels to resolve discrepancies between quantities in the system and actual
quantities on shelves. Refer to the item’s transaction history to determine which actions
caused the discrepancies.
When you adjust stock levels, MP2 creates inventory transaction history records with
transaction types of Stock Adjustment.
Follow these steps when adjusting stock levels.
100
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item to adjust, and then choose Adjust Stock from the options
menu. MP2 displays the Adjust Stock Level dialog box.
3
Warehouse—Enter the code identifying the warehouse of the item for which to
adjust stock.
4
Location—Enter the code identifying the location of the item for which to adjust
stock.
5
New Quantity—Enter the new number of items at the specified location.
6
Enter information into the remaining fields, as necessary.
7
Click OK. MP2 updates the inventory item information.
6 ! INVENTORY
Moving Items Within a Warehouse
When you move items within a warehouse, MP2 updates the stock levels and creates
inventory transaction history records with transaction types of Stock Movement.
Follow these steps when moving items within a warehouse.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item to move, and then choose Move Stock from the options
menu. MP2 displays the Move Stock dialog box.
3
Warehouse—Enter the code identifying the warehouse storing the item.
4
From Location—Enter the code identifying the location from which to move the
item.
5
To Location—Enter the code identifying the location to which to move the item.
6
Quantity to Move—Enter the number of items to move.
7
Moved By—Select either Employee or Vendor to specify who is moving the item.
8
Employee Code or Vendor ID—Enter the code identifying the employee or vendor.
9
Enter information into the remaining fields, as necessary.
10 Click OK. MP2 updates the inventory item information.
6 ! INVENTORY
101
Moving Items Between Warehouses
When you move items from one warehouse to another, MP2 updates the stock levels and
creates inventory transaction history records with transaction types of Warehouse
Transfer.
Follow these steps when moving items between warehouses.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item to move, and then choose Inter-warehouse Transfer
from the options menu. MP2 displays the Inter-warehouse Transfer dialog box.
3
From Warehouse—Enter the code identifying the warehouse from which to move
the item.
4
From Location—Enter the code identifying the location from which to move the
item.
5
To WarehouseEnter the code identifying the warehouse to which to move the
item.
6
To Location—Enter the code identifying the location to which to move the item.
7
Quantity to Move—Enter the number of items to move.
8
Moved By—Select either Employee or Vendor to specify who is moving the item.
9
Employee Code or Vendor ID—Enter the code identifying the employee or vendor.
10 Enter information into the remaining fields, as necessary.
11 Click OK. MP2 updates the inventory item information.
102
6 ! INVENTORY
Counting Inventory
Count existing stock, and then compare actual quantities to the quantities in MP2. Modify
quantities in MP2, if necessary, and post the changes.
When you count inventory, MP2 updates the stock levels and creates inventory
transaction history records with transaction types of Physical Inventory for each item.
Complete these steps when counting inventory.
Step 1: Printing Counting Sheets and Counting Inventory
The first step in counting inventory is printing counting sheets. Counting sheets are hard
copy inventory item lists on which maintenance employees record the counts before
entering them into MP2.
Follow these steps when printing counting sheets and counting inventory.
1
Choose Reports | Inventory | Physical Inventory Counting Sheets from the
menu bar. MP2 displays the Physical Counting Sheets print dialog box.
Sort the counting sheet report by Warehouse or Location if items exist in more than
one warehouse/location.
Tip:
2
Select Print, and then click OK. MP2 prints the counting sheets.
3
Count the stock, and write the numbers in the Quantity column on the sheets.
Step 2: Entering and Posting Counts
The second step in counting inventory is entering the new counts into MP2, and then
posting the counts.
Follow these steps when entering and posting counts.
1
6 ! INVENTORY
Choose Activities | Inventory | Physical Inventory from the menu bar. MP2
displays the Physical Inventory form.
103
If you sorted the counting sheets before printing them, sort the Physical Inventory
form to match the counting sheet sort order. For example, if you sorted the counting
sheets by Location, sort the Physical Inventory form by Location.
Tip:
2
New Qty—Enter the actual quantity for each item.
3
Choose Update Stock Level from the options menu. MP2 displays the Tracking
Transactions dialog box, prompting you for your employee code.
4
Enter your employee code, and then click OK. MP2 displays a confirmation.
5
Click OK. MP2 posts the new counts.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then post the counts again.
Step 3: Printing the Adjustment Report
The third step in counting inventory is printing the adjustment report. This report lists all
changes to item information during the most recent physical counting session. Keep this
report for your records.
Follow these steps when printing the adjustment report.
104
1
Choose Reports | Inventory | Physical Inventory Adjustment from the menu bar.
MP2 displays the Physical Inventory Adjustment print dialog box.
2
Select Print, and then click OK. MP2 prints the adjustment report.
6 ! INVENTORY
Viewing Reserved Parts
View inventory items that are currently in stock but are reserved for work orders.
When you enter parts for tasks and then generate work orders or when you manually
enter parts on work orders, MP2 reserves those parts. When you enter the quantity used
for the work order, MP2 updates inventory to reflect that quantity. When you close or
delete work orders, MP2 removes the parts from the reserved list.
Reserved items do not affect the quantity on hand, but they do affect the reorder point.
For example, if the reorder point is 2, 5 parts are in stock, and employees have reserved 3
of those parts, MP2 generates a requisition for that part.
If you return a part from a work order, MP2 does not delete the part from the reserved
list. The part remains in reserve until you close the work order.
Follow these steps when viewing reserved parts.
1
Choose Activities | Inventory | Reserved Items from the menu bar. MP2 displays
the Reserved Items form.
2
View the reserved item information.
Viewing Warehouse Information
View warehouse information, including addresses, contact information, and financial
information.
Follow these steps when viewing warehouse information.
1
6 ! INVENTORY
Choose Activities | Inventory | Warehouses from the menu bar. MP2 displays the
Inventory Warehouses form.
105
2
View the warehouse information.
Calculating Inventory Usage
Calculate inventory usage, by month, to determine the amount of inventory you have
used and received.
Follow these steps when calculating inventory usage.
Tip:
106
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to calculate usage, and then click the Record
View tab. MP2 displays the Record View page.
3
Click the Stock tab at the bottom of the page. MP2 displays the Stock sub-page.
4
Select the warehouse for which to calculate usage, and then click the Usage tab at the
bottom of the page. MP2 displays the Usage sub-page.
5
Click Calculate. MP2 updates the usage information.
To graph item usage information, click Graph.
6 ! INVENTORY
Calculating Inventory Costs
MP2 calculates inventory costs based on one of these inventory costing methods:
Weighted Averaging, FIFO (First In, First Out), or LIFO (Last In, First Out). The
accounting department most likely determines your costing method, and the System
Administrator specifies your costing method in MP2.
Follow these steps when calculating inventory costs.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to calculate cost, and then click the Record
View tab. MP2 displays the Record View page.
3
Click the Costs tab at the bottom of the page. MP2 displays the Costs sub-page.
If the costing method is FIFO or LIFO, the form displays the actual receipts and the
actual unit cost (not averaged) for each receipt.
4
Select the warehouse location for which to calculate costs, and then click Calculate.
MP2 calculates and displays the costs.
Performing ABC Analysis
ABC Analysis is a materials management tool that groups parts by number of issues or
quantity on hand to help you determine which materials to manage closely. ABC
Analysis provides an efficient means of reordering and managing inventory items.
With ABC Analysis, classify inventory items by cost and by usage: high (A), medium
(B), and low (C). Base these categories either on quantity on hand or on usage history.
The default values are 75% for A, 20% for B, and 5% for C, but you may change these
values.
These examples demonstrate uses of ABC Analysis.
!
6 ! INVENTORY
Purchasing—Assign purchase order approval levels based on ABC class. For
example, require that purchase orders for A items be approved by the president or
Chief Financial Officer (CFO), that purchase orders for B items be approved by
department heads, and that purchase orders for C items be approved by project
leaders.
107
!
Physical Inventory Counting—Count A items weekly or daily, B items monthly, and
C items annually.
!
Forecasting—Forecast A items with resolution from a forecasting committee. Use
simple trend projection for B items, and use the buyer’s best guess for C items.
Classifying Inventory Items
Classify all stock items by cost volume, according to quantities or usage.
Follow these steps when classifying inventory items.
1
Choose Activities | Inventory | ABC Analysis from the menu bar. MP2 displays the
ABC Analysis dialog box.
2
Calculate From—Select one of these options.
!
Quantity on Hand—Select to base ABC classification on the quantity of
inventory items on hand, using this formula.
Quantity on hand x Adjusted Unit Cost
!
Usage History—Select to base ABC classification on the usage history of
inventory items, using this formula.
Annual demand x Adjusted Unit Cost
Specify the date range in Starting Date and Ending Date between which to use
usage history.
108
3
Enter information into the remaining fields, as necessary.
4
Click OK. MP2 displays the ABC Analysis print dialog box.
5
Enter a Destination, and then click OK. MP2 prints the ABC Analysis report.
6 ! INVENTORY
Interpreting ABC Analysis Reports
The information in ABC Analysis reports helps you to manage inventory more
effectively.
!
A items represent the largest percentage of the total inventory value. Keep the
quantity on hand for these items low, but guard against depleting your supply of
these items. Manage them closely.
!
B items represent a moderate percentage of the total inventory value. Determine a
fixed reorder point and a fixed reorder quantity for these items to guard against
depleted supplies, and keep your management time for B items minimal.
!
C items represent a small percentage of the total inventory value. Keep the quantity
on hand for these items high. Determine a high fixed reorder point and a high fixed
reorder quantity for these items to guard against depleted supplies. Keeping this item
available saves you time.
Performing EOQ Analysis
Perform EOQ (Economic Order Quantity) analysis to determine the most efficient order
quantity for inventory items. EOQ is based on past average demand, and it can minimize
order costs, holding costs, and item costs for each item.
MP2 calculates EOQ using these variables.
!
Average demand per year—An appropriated number based on an item’s total usage
over a specified date range. This variable assumes that demand is constant over the
whole year with no seasonal fluctuations.
!
Average unit cost—An item’s average historical unit cost.
!
Number of purchases per year—An item’s projected number of annual orders, using
the calculated EOQ quantity.
!
Date range—The number of days from an item’s first and last usage.
!
Total usage—The total quantity of the item used during the specified date range.
Calculate EOQ quantities either for all items or for specific items. By default, MP2
calculates the above variables for all inventory items. Define and set filters for specific
items when calculating EOQ.
Follow these guidelines when selecting items for EOQ calculations.
!
Calculate and use EOQ quantities for items at a specific warehouse rather than for all
inventory items.
!
Use both ABC and EOQ analyses. First, run ABC Analysis to partition items into
their respective ABC classes, and then run EOQ Analysis for all items with an A
class.
Minimize inventory costs by determining the reorder point and reorder quantity for
inventory items. MP2 determines an item’s average annual use of by dividing the total
quantity of the item used by the span of time you used them. Update an item’s reorder
quantity with the calculated reorder quantity.
6 ! INVENTORY
109
MP2 assumes that demand is constant. It does not account for demand fluctuations with
forecasting models, and it does not account for quantity discounts.
Datastream recommends that you allow 90 or more days between the first and last
transactions before you calculate EOQ for an item. Choose a longer period if you have
seasonal items. If you calculate EOQ based on fewer than 90 days of information, the
analysis does not fairly represent the inventory cycle for that item.
Follow these steps when performing EOQ Analysis.
110
1
Choose Activities | Inventory | EOQ Analysis from the menu bar. MP2 displays
the EOQ Analysis dialog box.
2
Choose one of these options.
!
Include particular items—Define a filter to include only particular inventory
items in the analysis.
!
Include all items—Select (All Items) from Filter Name to include all inventory
items in the analysis.
3
Holding Cost (%)—Enter the percentage representing the cost of holding one
inventory item for a year. This variable represents the Annual Inventory-HoldingCost Rate, which you obtain from the accounting department.
4
Order Cost—Enter the average cost of processing an order. Include the clerical
costs of preparing a purchase order and the costs of processing an invoice.
5
Click OK. MP2 displays the EOQ Analysis form.
6 ! INVENTORY
6
Update Order Qty—Select Yes for each item for which to update the reorder
quantity.
7
Click Update Inventory. MP2 displays a message asking whether to round the reorder
quantity to the nearest whole number.
8
Click Yes. MP2 updates inventory accordingly.
To print an EOQ Analysis report, click Print.
Tip:
Viewing Inventory Transaction History
Each time you edit inventory records, MP2 records specific inventory transaction history
records based on the transaction type. You can view inventory transaction history, but
you cannot edit it.
Action
Transaction Type
Receiving items via Inventory Quick Receive
Quick Receive
Receiving items via Purchasing Receive
P. O. Receipt
Checking out items
Inventory Check-out
Returning items via Inventory Return
Inventory Return
Adjusting stock levels
Stock Adjustment
Moving items within a warehouse
Stock Movement
Move items between warehouses
Warehouse Transfer
Counting inventory
Physical Inventory
Correcting purchasing receives
P. O. Correction
6 ! INVENTORY
111
Action
Transaction Type
Returning items via Purchasing Return
Return to Vendor
Correcting purchasing returns
Return-to-Vendor
Correction
Follow these steps when viewing inventory transaction history.
112
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to view history, and then click the Record View
tab. MP2 displays the Record View page.
3
Click the History tab at the bottom of the page. MP2 displays the History sub-page.
4
View the inventory history information.
6 ! INVENTORY
7 ! SCHEDULING
Specify the normal working days for the site and for each employee. Then, use the
normal working days, exceptions to normal working days, and equipment downtime to
schedule work orders and tasks. Scheduling work and labor increases the efficiency of the
maintenance operation.
View the current work order and task scheduling work load by day, week, or month;
assign additional work for under-utilized days; and reduce the work load for over-utilized
days.
IN THIS CHAPTER
!
Scheduling Sites
!
Scheduling Employees
!
Recording Equipment Downtime for Reference
!
Scheduling Work Orders
113
Scheduling Sites
Specify the days on which the site normally operates and the days it does not operate.
Specify site scheduling exceptions such as holidays and manufacturing deadlines. MP2
does not generate work orders for days that the site does not operate; instead, MP2
generates those work orders on the next working day.
Specifying the Normal Site Work Week
Specify the normal working days for each site.
Follow these steps when specifying the normal site work week.
114
1
Choose Activities | Scheduling | Sites from the menu bar. MP2 displays the Site
Scheduling form.
2
Click
3
SiteEnter the code identifying the site to schedule.
4
Sun through Sat—Select Yes for each day of the week that the site operates.
to insert a new record. MP2 creates a site scheduling record.
7 ! SCHEDULING
Specifying Site Scheduling Exceptions
Specify exceptions to the normal site work week for these two situations.
!
Dates during which the site is closed but which fall on a day of the week the site
normally operates. For example, you can specify that the site will not operate on
January 1 (New Year’s Day). MP2 does not generate work orders on these dates.
!
Dates during which the site is open but which fall on a day of the week the site
normally does not operate. For example, you can specify that the site is open on a
certain Saturday to meet a manufacturing deadline. MP2 generates work orders on
days listed in Exceptions to normal working days that have Yes for Working
Day.
Follow these steps when specifying site scheduling exceptions.
1
Choose Activities | Scheduling | Sites from the menu bar. MP2 displays the Site
Scheduling form.
2
Select the site for which to schedule exceptions.
3
Date—Enter the date of the scheduling exception.
4
Working Day—Select No if the facility normally operates on this date but will be
closed. Select Yes if the facility normally does not operate on this date but will be
open.
5
Description—Enter a description of the scheduling exception.
7 ! SCHEDULING
115
Scheduling Employees
Schedule the daily available hours projected for each employee for the regular work
week, and specify employee scheduling exceptions such as sick time, vacation time, and
overtime.
Specifying Regular Employee Hours
Specify the regular hours for each employee’s regular working day.
Follow these steps when specifying regular employee hours.
116
1
Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.
2
to insert a new record. MP2 creates an employee scheduling record and
Click
populates Site with your home site.
3
Employee Code—Enter the code identifying the employee to schedule.
4
Craft—Enter the code identifying the employee’s craft.
5
Sun through SatEnter the number of hours the employee works for each day of
the week.
7 ! SCHEDULING
Specifying Single-Day Employee Scheduling Exceptions
Record each employee’s missed work hours or extra work hours.
Follow these steps when specifying single-day employee scheduling exceptions.
1
Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.
2
Select the employee for whom to schedule exceptions.
3
Date—Enter the date of the scheduling exception.
4
Attendance Code—Enter the code identifying the reason for the scheduling
exception.
5
Choose one of these options.
7 ! SCHEDULING
!
Reduced hours—Enter the number of hours the employee will take off on the
specified date. For example, if the normal work day is 8 hours, and the
employee will work for only 6 hours, enter 2 in this field.
!
Increased hours—Enter the number of additional hours the employee will work
on the specified date. For example, if the normal work day is 8 hours, and the
employee will work 12 hours, enter 4 in this field.
117
Specifying Multiple-Day Employee Scheduling Exceptions
Specify scheduling exceptions that span multiple days. For example, an employee’s
normal work week may be Monday through Friday, 8 hours a day. If an upcoming project
requires the employee to work 10 hours a day for 3 consecutive days, you can specify this
prolonged scheduling exception at one time without entering the scheduling exception for
each individual day.
Follow these steps when specifying multiple-day employee scheduling exceptions.
1
Choose Activities | Scheduling | Employees from the menu bar. MP2 displays the
Employee Scheduling form.
2
Select the employee for whom to schedule exceptions.
3
Click Multiple Days. MP2 displays the Employee Scheduling Exceptions dialog box.
4
From Date and To Date—Enter the date range of the scheduling exception.
5
Attendance Code—Enter the code identifying the reason for the scheduling
exception.
6
Choose one of these options.
7
118
!
Reduced hours per Day—Enter the number of hours the employee will take off
on the specified date. For example, if the normal work day is 8 hours, and the
employee will work for only 6 hours, enter 2 in this field.
!
Increased hours per Day—Enter the number of additional hours the employee
will work on the specified date. For example, if the normal work day is 8 hours,
and the employee will work 12 hours, enter 4 in this field.
Click OK. MP2 updates the scheduling exceptions for the employee.
7 ! SCHEDULING
Recording Equipment Downtime for Reference
Record in advance when equipment will be out of operation, such as seasons when the
facility does not use the equipment. Reference this information and schedule equipment
maintenance during the downtime. Recording equipment downtime does not directly
affect work order scheduling because MP2 does not create a link between this
information and other equipment or task information.
Follow these steps when recording equipment downtime for reference.
1
Choose Activities | Scheduling | Production from the menu bar. MP2 displays the
Production Schedule form.
2
Click
3
SiteEnter the code identifying the site maintaining the equipment.
4
Equipment No.—Enter the code identifying the equipment for which to record
downtime information.
5
Date Down—Enter the date on which the equipment is out of operation.
6
Date Up—Enter the date on which the equipment is in operation.
7
Reason—Enter the reason the equipment is out of operation.
7 ! SCHEDULING
to insert a new record. MP2 creates a production scheduling record.
119
Scheduling Work Orders
View the current work order schedule and quickly schedule backlogged work orders,
unscheduled work orders, tasks, and unapproved on-site requests. Additionally, you can
reschedule and unschedule work orders when necessary.
Once you run the projection process, MP2 also includes tasks in the schedule. MP2
displays a hyphen (-) for the WO No. for each task. MP2 displays separate work order
and task records for every equipment and location on a work order or task.
Projecting the Work Order Schedule
Running the projection process does not automatically generate work orders for due
tasks. It simply displays upcoming tasks on the schedule so that you can plan for them.
However, if you move a projected work order to another day or assign labor to it, then
MP2 generates the projected work order into an actual work order scheduled for the
specified date. The System Administrator defines projection durations.
After viewing the tasks on employees’ projected dates, schedule labor resources
according to the expected work load, not just according to actual scheduled work orders.
The System Administrator can set up a scheduled process for work order projection
to run on the server while MP2 is idle.
Tip:
Follow these steps when projecting the work order schedule.
1
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2
Choose Start Scheduled Projection Process from the options menu. MP2
displays a message indicating that the process may take several minutes.
3
Click Yes. MP2 projects the tasks due and updates labor information.
Viewing the Work Order Schedule
View the work order schedule to gather information concerning current maintenance
projects and to assist in future scheduling.
Follow these steps when viewing the work order schedule.
1
120
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
7 ! SCHEDULING
2
Refer to this table when viewing the work order schedule.
View
Procedure
Daily schedule
Click the Day View tab, and then select, from the calendar,
the day for which to view the schedule.
Tip:
Tip:
MP2 displays the work order or task on each day
between the Scheduled Start Date and Scheduled
Finish Date.
Weekly schedule
Click the Week View tab, and then select, from the calendar,
the week for which to view the schedule.
Monthly schedule
Click the Month View tab, and then select, from the
calendar, the month for which to view the schedule.
Backlogged work
orders
Click the Backlogged tab at the bottom of the page.
Unscheduled work
orders
Click the Unscheduled tab at the bottom of the page.
Unapproved
requests
Click the Unapproved Requests tab at the bottom of the
page.
To refresh the work order schedule, click Refresh. MP2 updates the schedule with the
current work order and unapproved on-site request information.
To view employee information (e.g., craft, work date, and estimated hours), select a
work order, and then click
.
7 ! SCHEDULING
121
Scheduling, Rescheduling, and Unscheduling Work Orders
Schedule tasks, backlogged work orders, unassigned on-site requests, and unscheduled
work orders. Reschedule work orders and unschedule work orders as necessary.
Follow these steps when scheduling, rescheduling, and unscheduling work orders.
1
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2
Refer to this table when scheduling, rescheduling, and unscheduling work orders.
Function
Procedure
Schedule
backlogged work
orders
Locate the work order on the Backlogged sub-page, and then
drag it to the day on the calendar for which to schedule it.
MP2 updates the scheduled start date.
Schedule
unscheduled work
orders
Locate the work order on the Unscheduled sub-page, and then
drag it to the day on the calendar for which to schedule it.
MP2 updates the scheduled start date.
Schedule
unapproved
requests
Locate the work order on the Unapproved Request sub-page,
and then drag it to the day on the calendar for which to
schedule it. MP2 displays the Labor Assignment dialog box.
Enter labor information, and then click either OK or Cancel.
MP2 approves the request and schedules it for the selected
day.
Reschedule work
orders or tasks
Locate the work order or task on the Day View, Week View,
or Month View page, and then drag it to the day on the
calendar for which to reschedule it.
If you reschedule a work order, MP2 updates the scheduled
start date. If you reschedule a task, MP2 generates a work
order for it on the new date.
Unschedule work
orders
3
Locate the work order on the Day View, Week View, or
Month View page, and then click the Unscheduled tab. Drag
the work order to the Unscheduled sub-page. MP2
unschedules the work order.
Scheduler—Enter the code identifying the employee scheduling the work. MP2
updates Assigned By for each scheduled work order during the scheduling session.
Viewing Labor Utilization
View labor utilization percentages for each calendar day.
Follow these steps when viewing labor utilization.
1
122
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
7 ! SCHEDULING
2
3
Select one of these options.
!
View craft utilization—Select By Craft.
!
View employee utilization—Select By Employee.
Place the cursor over a calendar day to view the craft or employee utilization
percentage for that day. Refer to this table when viewing the labor utilization.
Color
Significance
Gray
Non-working day for the site or no employees scheduled for this day.
Green
Total scheduled hours are less than total available hours, and labor
utilization is less than 80%.
Yellow
Total scheduled hours are between 80% and 100% of total available
hours.
Red
Total scheduled hours exceed the total available hours.
Assigning Labor to Work Orders
After viewing the schedule, assign labor to work orders. If you assign labor to a task,
MP2 generates a work order for the task.
Follow these steps when assigning labor to work orders.
1
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2
Locate the work order for which to assign labor.
3
Click Assign Labor. MP2 displays the Labor Assignment dialog box.
7 ! SCHEDULING
123
MP2 lists only the employees available for the day you schedule the work to begin.
MP2 also lists the craft information from the task or work order record. Refer to the
list of crafts when assigning labor to the work order.
4
Select an employee to assign to the work order, and then click Select. MP2 copies
the employee information to the Assigned Employee area.
To view employee utilization for each day of the week, click Week View. Then,
compare the work load to the employee’s regular work week to determine the
employee’s utilization before scheduling additional hours.
Tip:
5
Estimated Hours—Enter the estimated number of hours that the employee will
spend on the work order that day.
6
Click OK. MP2 assigns the labor to the work order.
Filtering Labor Information
Filter labor information to view only work orders scheduled for a particular craft or
employee. MP2 adjusts the craft and employee utilization according to the filter.
Follow these steps when filtering labor information.
1
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2
Select one of these options.
!
Filter by craft—Select By Craft, and then select the craft filter.
!
Filter by employee—Select By Employee, and then select the employee filter.
Printing Work Orders
Print work orders after scheduling and assigning labor to them.
Follow these steps when printing work orders.
1
Choose Activities | Scheduling | Work Orders from the menu bar. MP2 displays
the Work Order Scheduling form.
2
Choose one of these options.
!
Print the current work order—Select the work order to print, and then click
!
Print all work orders in the current view—Choose Print All Work Orders in
Current View from the options menu. MP2 prints all work orders on the current
page.
!
Print selected work orders in current view—Choose Print Selected Work
Orders in Current View from the options menu. MP2 prints only those work
orders selected for printing.
.
MP2 displays the print dialog box.
3
124
Click OK. MP2 prints the work order(s).
7 ! SCHEDULING
8 ! TASKS
Develop a preventive maintenance schedule by creating task records for all recurring
maintenance tasks. Schedule tasks by meter reading, date, or both, including the
frequency with which to repeat each task. When the equipment reaches the scheduled
meter reading and/or the current date equals the due date for the task, MP2 generates a
work order.
Determine daily, weekly, and monthly workload by viewing tasks in the anticipated work
schedule along with scheduled and unscheduled work orders, backlogged work orders,
and unapproved requests. Refer to “Scheduling Work Orders” in Chapter 7: Scheduling.
IN THIS CHAPTER
!
Planning Preventive Maintenance Systems
!
Creating Task Instruction Lists
!
Creating Task Records
!
Recalculating Labor Hours
!
Recalculating Task Durations
!
Projecting Tasks for the Year
125
Planning Preventive Maintenance Systems
Before creating task records, plan the site’s preventive maintenance (task) system. Plan
tasks for in-service equipment, out-of-service equipment, a single piece of equipment,
and/or multiple pieces of equipment. Plan to release multiple-equipment tasks as a single
work order or as separate work orders and plan shadowed tasks to prevent duplicate tasks.
Planning In-Service Tasks
Set up MP2 to generate in-service tasks when equipment is operational. For example, an
air conditioner is in service only during the summer. Create preventive maintenance tasks
for the air conditioner when it is in service, and create maintenance tasks for procedures
such as inspections when it is not in service.
Indicate on the equipment record whether the machine is in service and indicate on the
task record whether to generate work orders when the equipment is in use.
For multiple-equipment tasks, MP2 generates work orders for each in-service piece of
equipment if the task is in service. For single-equipment tasks, MP2 generates work
orders if either the task record and equipment record are both in service or if the task
record and equipment record are both out of service, as shown in this table.
Equipment Record
Task Record
Generate Work Order?
YES
NO
NO
YES
Planning Multiple-Equipment Tasks
Add several pieces of equipment to the same task record to save time and to streamline
your preventive maintenance process. After creating multiple-equipment tasks, plan
whether to generate one work order for all pieces of equipment listed on the task or to
generate a separate work order for each piece of equipment listed on the task. If the craft
information, task instructions, and part information for the task is the same for all the
equipment, then release the task as a single work order (Example 1). If the craft
information, task instructions, and part information for the task are the same, but each
piece of equipment requires different due dates and frequencies, then release the task as
separate work orders (Example 2).
126
8 ! TASKS
Example 1: Releasing Tasks as a Single Work Order
Suppose several of your heating, ventilation, and air-conditioning (HVAC) units require
monthly preventive maintenance (PM). If the maintenance crew, instructions, and
required parts are always the same for the PM, you can create one task record, list all the
HVAC equipment records on the task, and release the task as a single work order. MP2
generates one work order for the task on the specified due date.
Example 2: Releasing Tasks as Separate Work Orders
Suppose your site has three presses on which you perform quarterly maintenance. Since
the maintenance crew, instructions, and required parts are always the same for the PM,
you can create one task record and list all three presses. However, because you cannot
afford for all of the presses to be out of operation at once, schedule the task accordingly
and release the task as three separate work orders. MP2 generates a separate work order
for each piece of equipment on the specified due dates.
Planning Shadowed Tasks
Avoid generating duplicate work orders by shadowing longer frequency tasks with shorter
frequency tasks. Shadowing enables you to override the more frequent task with the less
frequent task, so that MP2 only generates one work order when identical tasks are due on
the same date.
For example, suppose your site performs monthly and quarterly preventive maintenance
(PM) on a fleet of vehicles. The monthly PM includes cleaning the vehicles and the
quarterly PM includes cleaning and an oil change. To avoid generating two work orders
for cleaning the vehicles when the quarterly PM is due, shadow the quarterly task with the
monthly task. You can either shadow tasks scheduled by date (Example 1) or tasks
scheduled by meter (Example 2).
Tasks cannot shadow other, multiple-equipment tasks selected to release as a single
work order. Additionally, tasks shadowing other tasks must have the same equipment
number.
Tip:
Example 1: Shadowing Tasks Scheduled by Date
Suppose a vehicle requires the following maintenance.
8 ! TASKS
!
Monthly tire inspection
!
Quarterly tire inspection and oil change
!
Semi-annual tire inspection, oil change, and air filter replacement
!
Annual tire inspection, oil change, air filter replacement, and brake inspection
127
Create four task records; one for the monthly task, one for the quarterly task, one for the
semi-annual task, and one for the annual task. Then, to avoid generating multiple work
orders for the same type of work, shadow each less frequent task with the more frequent,
similar task below it. For example, shadow the annual task with the semi-annual task,
shadow the semi-annual task with the quarterly task, etc. If you do not shadow these tasks,
MP2 generates two work orders for tire inspections when the quarterly task is due, three
work orders for tire inspections when the semi-annual task is due, etc.
This table illustrates shadowing an annual task that shadows a semi-annual task that
shadows a quarterly task that shadows a monthly task.
Task Schedule
Due Date
Shadowing
Generation Months
Every 12 months
1st day of each
calendar year
Semi-annual task
January
Every 6 months
1st day of each
sixth month
Quarterly task
July
Every 3 months
1st day of each
third month
Monthly task
April and October
Every month
1st day of each
calendar month
No other tasks
February, March, May, June,
August, September,
November, and December
For annual tasks, include instructions for the 6-month, 3-month, and monthly tasks; for 6month tasks, include instructions for the 3-month and monthly tasks; and for 3-month
tasks, include instructions for the monthly task.
If the Schedule Type is Duplicates, then select the same frequency in both the
shadowing and shadowed tasks. For example, if you schedule the shadowed task to
Perform Every (1) weeks, then schedule all tasks that shadow this task in multiples of
weeks. Instead of (1) month, for example, enter (4) weeks.
Tip:
Example 2: Shadowing Tasks Scheduled by Meter
Suppose you have a vehicle requiring the following maintenance.
!
Every 1500 miles, tire inspection
!
Every 3000 miles, tire inspection and oil change
This table illustrates a 3000-mile task that shadows a 1500-mile task.
Task Schedule
Shadowing
Odometer Reading at Generation*
Every 1500 miles
No other task
1500, 4500, 7500, 10500...
Every 3000 miles
1500-mile task
3000, 6000, 9000, 12000...
* Assuming odometer started at zero.
128
8 ! TASKS
Planning Metered Tasks
Plan to schedule tasks by meter if your site performs preventive maintenance on
equipment with meters. Schedule tasks by one meter, by multiple meters, or by meter and
date.
Scheduling Tasks by One Meter
Schedule a task by one meter reading and MP2 generates a work order when you
increment the current meter reading on the equipment record by the frequency designated
on the task record. When you close the work order, MP2 updates Last Performed At on
the task record.
For example, if you schedule a task for 3000-mile increments, and you last performed it at
8750 miles, MP2 generates a work order when the current meter reading reaches or
exceeds 11,750 miles. When you close the work order, MP2 updates Last Performed At
to 11,750 miles.
Scheduling Tasks by Multiple Meters
Schedule a task by several meter readings and MP2 generates a work order when it
reaches the first designated level. When you close the work order, MP2 updates Last
Performed At for each listed meter on the task record.
For example, to perform a maintenance task on a machine either at 100-cycle increments
or at 25-hour increments (whichever comes first), enter those frequencies into the task
record. If you enter 100 new cycles, but only 20 hours pass, MP2 generates a work order
based on the cycled meter reading. When you close the work order, MP2 updates Last
Performed At for both meters to the new meter readings—100 and 20.
Scheduling Tasks by Meter and Date
Schedule tasks by meter and date and MP2 generates a work order when the equipment
reaches the specified meter reading or when the next due date arrives—whichever comes
first. When you close the work order, MP2 updates Next Due Date and Last Performed
At on the task record, whether you generated the work order by date or by meter.
For example, to change the oil in your car at 3000-mile intervals or at 3-month intervals,
enter those frequencies into the task record. After that, if you drive 3000 miles over two
months, MP2 generates a work order based on the meter reading. When you close the
work order, MP2 adds 3 months to the Next Due Date and updates Last Performed At
to the new meter reading.
Important:
8 ! TASKS
Designate tasks scheduled by meter and date with a Schedule Type of Floating. A
Fixed or Duplicates schedule does not function with metered tasks.
129
Creating Task Instruction Lists
Create lists of instructions, assigning unique codes to the lists, and then add the codes to
task records to quickly assign lists of instructions.
If you perform several maintenance jobs on one piece of equipment at the same
time, group these jobs under one task by attaching a task instruction list of all the
jobs to the task record.
Tip:
Follow these steps when creating task instruction lists.
1
Choose Activities | Tasks | Instructions from the menu bar. MP2 displays the Task
Instructions form.
2
Click
3
Instruction Code—Enter a unique code identifying the instruction list.
Copy and paste existing task instruction lists or attach word processor files directly to
the task records. Refer to “Attaching Multimedia Files” in Chapter 2: Basics.
Tip:
4
130
to insert a new record. MP2 creates a task instruction record.
Enter the instructions in the memo field.
8 ! TASKS
Creating Task Records
Create task records for all the site’s recurring maintenance tasks. Include scheduling,
labor, and part information. Refer to “Planning Preventive Maintenance Systems” earlier
in this chapter.
Adding Task Information
Add important task information, including the equipment and/or location requiring the
maintenance work and the scheduling information.
Follow these steps when adding task information.
8 ! TASKS
1
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2
Click the Schedule tab. MP2 displays the Schedule page.
3
to insert a new record. MP2 creates a task record and populates Site with
Click
your home site.
4
Task No.—Enter a unique code identifying the task, and then enter a description of
the task in the adjacent field.
5
Choose one of these options.
!
Equipment No.—Enter the code identifying the equipment on which to perform
maintenance.
!
Location—Enter the code identifying the location at which to perform
maintenance.
131
6
Schedule the task by selecting the equipment or location to schedule, and then by
choosing one of these options.
Option
Procedure
Date
Click the Scheduling by Date tab, and then enter the task
frequency in Perform Every. Select the Schedule Type.
Refer to the table below for descriptions. Enter the next date
to generate a work order for the task in Next Due Date.
Meter
Click the Scheduling by Meter tab, enter the code identifying
the meter by which to schedule in Meter Name, and then
enter the meter frequency for the task in Perform Every.
Enter the current meter reading in Last Performed At.
Meter and Date
Click the Scheduling by Date tab, and then enter the task
frequency in Perform Every. Select Floating for the
Schedule Type. Enter the next date to generate a work order
for the task in Next Due Date.
Click the Scheduling by Meter tab, enter the code identifying
the meter by which to schedule in Meter Name, and then
enter the meter frequency for the task in Perform Every.
Enter the current meter reading in Last Performed At.
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Schedule Type
Description
Floating
MP2 generates work orders according to the specified
frequency and schedules the Next Due Date when you close
the work order. When you close the work order, MP2 adds the
day to the close date and then schedules the Next Due Date
for that date. If you schedule the task by meter, MP2 adds the
meter frequency to the meter reading on the closed work order
and then schedules the next work order when the equipment
reaches the designated meter reading. MP2 does not generate
a floating task if you do not close the previous work order by
the Next Due Date or meter reading.
Fixed
MP2 generates work orders and schedules the Next Due Date
according to the specified frequency. For example, suppose a
task’s frequency is every month and MP2 generates a work
order for the task on March 1st. If you close the work order on
March 20th, MP2 generates the next work order on April 1st.
MP2 does not generate a work order if you do not close the
previous work order by the Next Due Date.
Duplicates
MP2 generates a work order each time it reaches the Next
Due Date, even if an open work order for the task exists.
Thus, with duplicate scheduling, you can have two open work
orders for the same task on the same equipment.
8 ! TASKS
Adding Detailed Information
Enter detailed task information, such as the type of work, craft information, and task
instructions.
Follow these steps when adding detailed information.
1
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2
Locate the task for which to add detailed information, and then click the Details tab.
MP2 displays the Details page.
3
WO Type—Enter the code identifying the type of work.
4
Craft—Enter the code identifying the craft responsible for the task.
5
Estimated Labor Hours—Enter the predicted number of craft hours.
6
Priority—Enter the priority of the task for the craft.
7
Instruction Code—Enter the code identifying the instructions for the task.
Important:
8
8 ! TASKS
If you modify task instructions, MP2 updates the instructions on every task record
referencing that instruction code, and then updates Date Last Edited.
Enter information into the remaining fields, as necessary.
133
Adding Parts Information
Add all parts needed to complete the task.
Follow these steps when adding parts information.
1
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2
Locate the task for which to add parts information, and then click the Parts tab. MP2
displays the Parts page.
3
Item No.—Enter the code identifying the part.
4
Warehouse—Enter the code identifying the warehouse storing the parts.
5
Qty—Enter the number of parts necessary to complete the task.
Important:
6
If you designate a part as required and inventory does not contain the specified
quantity, MP2 does not generate a work order for the task when you generate work
orders. Check parts availability by choosing Required Parts Availability from the
options menu.
Required—Select whether you require the part to complete the task.
Adding Shadow Information
Enter shadowing information to avoid duplicate tasks. Refer to “Planning Shadowed
Tasks” earlier in this chapter.
Follow these steps when adding shadow information.
1
134
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
8 ! TASKS
2
Locate the task for which to add shadow information, and then click the Schedule
tab. MP2 displays the Schedule page.
3
Select the equipment, and then click the Shadowing tab at the bottom of the form.
MP2 displays the Shadowing sub-page.
4
Shadows—Enter the code identifying the shadowed task.
Recalculating Labor Hours
Recalculate the labor hours for tasks using the actual labor hours spent on the
maintenance work. MP2 recalculates labor hours from closed work orders generated from
the associated tasks. Examine labor hour averages for each task, and then update the
estimated labor hours for each task.
When recalculating labor hours, MP2 updates craft information for tasks. If you did not
enter craft information for a task, but work order history does contain craft information,
MP2 adds the craft information to the task.
Follow these steps when recalculating labor hours.
8 ! TASKS
1
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2
Choose Recalculate Labor Hours from the options menu. MP2 displays the
Recalculate Labor Hours dialog box.
135
MP2 obtains Current Labor Hours from Estimated Labor Hours on the task
records and calculates Average Labor Hours, the average number of hours each
craft actually used to perform the task, from the task/craft records on closed work
orders.
Σ (Regular Hours + Overtime Hours) / Number of records
To print the Average Labor Hours report for the current task, click Print.
Tip:
3
Click OK. MP2 displays a message asking whether to replace the current labor hours
with the average labor hours.
4
Click Yes. MP2 updates the Estimated Labor Hours for each task.
Recalculating Task Durations
Recalculate the duration for all tasks using the actual task durations for each closed work
order created from the task. Examine task duration averages for each task, and then
update the tasks with those averages.
Follow these steps when recalculating task durations.
1
Choose Activities | Tasks | Tasks from the menu bar. MP2 displays the Tasks
form.
2
Choose Recalculate Task Durations from the options menu. MP2 displays the
Recalculate Task Durations dialog box.
MP2 obtains Current Duration from the Task Duration on the task records and
calculates Average Duration, the average actual duration of the task, from the task
records on closed work orders.
Σ (Scheduled Start Date – Completion Date) / Number of records
Tip:
136
To print the Average Task Durations report, click Print.
8 ! TASKS
3
Click OK. MP2 displays a message asking whether to update the tasks records with
the average actual durations.
4
Click Yes. MP2 updates the Task Duration for each task.
Projecting Tasks for the Year
After creating task records and recalculating labor hours and task durations, analyze the
distribution of the tasks for the year. Contact your System Administrator to set up a
scheduled process for work order projection.
Project tasks for the year, and then analyze these factors to help plan a master schedule.
!
Is the workload is consistent?
!
Is distribution even for seasonal work, and are release dates within the correct date
range?
!
Do any bottlenecks exist during periods of higher vacation rates?
!
Does the workload match anticipated staffing? Pay careful attention to summer
months, holidays, and peak production times.
If workload exceeds staffing, schedule overtime or hire contract workers. Check the
accuracy of work frequencies and estimated work hours. If time estimates seem accurate,
start the system and review the estimates. If large deviations exist, edit the task records so
that they reflect more accurate frequencies and labor estimations.
Follow these steps when projecting tasks for the year.
8 ! TASKS
1
Choose Activities | Work Orders | Work Order Projection from the menu bar.
MP2 displays the Work Order Projection dialog box.
2
Starting Date and Ending Date—Enter the date range for the year’s projection.
3
Include Current Work Orders—Select to include work orders in the report;
otherwise, MP2 only includes tasks.
4
Output Type—Select Report.
137
5
Report On—Select Tasks.
6
Group By—Select the unit by which to group the report.
7
Click the Select Sites tab. MP2 displays the Select Sites page.
8
Select the site(s) for which to project tasks, and then click OK. MP2 displays a
message asking whether to continue the projection process.
9
Click Yes. MP2 displays the Work Order Projection print dialog box.
10 Click OK. MP2 prints the Work Order Projection – Task report.
138
8 ! TASKS
9 ! WORK REQUESTS
In MP2, work requests include two types of requests—call-in requests and on-site
requests. Property management facilities track tenant work requests with call-in requests.
Call-in requests reduce paperwork by enabling the property manager or maintenance
manager to enter requests as tenants phone them in. On-site requests enable facilities to
track employee work requests, which reduce paperwork by allowing employees to enter
their own maintenance requests.
IN THIS CHAPTER
!
Creating Tenant Records
!
Creating and Submitting Call-in Requests
!
Viewing Tenant Request Status
!
Creating On-site Request Records
!
Approving On-site Requests
!
Editing On-site Request History
!
Removing On-site Request History
139
Creating Tenant Records
Create tenant records for those individuals leasing space on your property who call in
with work requests. Include contact information for reference when the tenant (or
authorized caller) calls in with requests.
Follow these steps when creating tenant records.
1
Choose Activities | Work Requests | Tenants from the menu bar. MP2 displays
the Tenants form.
2
Click the Record View tab. MP2 displays the Record View page.
3
to insert a new record. MP2 creates a tenant record and populates Site with
Click
your home site.
4
Tenant—Enter a unique code identifying the tenant.
5
Address 1—Enter the tenant’s street address, including apartment number, if
applicable.
6
City—Enter the city in which the tenant lives.
7
State—Enter the code identifying the state in which the tenant lives.
8
Postal Code—Enter the tenant’s postal code.
9
Authorized Caller—Enter the names of individuals authorized to call for service.
10 Telephone No.—Enter the tenant’s telephone number.
11 Enter information into the remaining fields, as necessary.
140
9 ! WORK REQUESTS
Creating and Submitting Call-in Requests
Create call-in requests when tenants call the office requesting maintenance, and then
decide whether to submit the request as a work order.
Follow these steps when creating and submitting call-in requests.
1
Choose Activities | Work Requests | Call-in Requests from the menu bar. MP2
displays the Call-in Requests form.
2
Click the Call-in Request tab. MP2 displays the Call-in Request page.
3
Tenant—Enter the code identifying the tenant requesting the work.
4
Description—Enter a description of the requested work.
5
Location—Enter the code identifying the location of the requested work.
6
Enter information into the remaining fields, as necessary.
To delete the request, click Clear.
Tip:
7
Click Submit. MP2 displays a message indicating the work order number assigned to
the request.
8
Click OK. MP2 creates a work order from the request.
9 ! WORK REQUESTS
141
Viewing Tenant Request Status
View the status of requests made by tenants. MP2 displays a list of all open and closed
requests for each tenant.
Follow these steps when viewing tenant request status.
1
Choose Activities | Work Requests | Call-in Requests from the menu bar. MP2
displays the Call-in Requests form.
2
Click the Status tab. MP2 displays the Status page.
3
Display requests that match these valuesChoose one of these options.
4
!
View requests for a specific tenant—Enter, in Tenant, the code identifying the
tenant for which to view requests.
!
View all requests—Leave all fields blank.
!
View requests for a specific siteEnter, in Site, the code identifying the site for
which to view requests.
!
View a specific request—Enter, in Request No., the code identifying the request.
View the tenant request status.
Creating On-site Request Records
On-site requests are maintenance requests from on-site company employees. Employees
enter requests directly into MP2.
Follow these steps when creating on-site request records.
1
142
Choose Activities | Work Requests | On-site Requests from the menu bar. MP2
displays the On-site Requests form.
9 ! WORK REQUESTS
2
Click the Record View tab. MP2 displays the Record View page.
3
to insert a new record. MP2 creates an on-site request record, populates
Click
Site with your home site, and assigns Request No. the next incremented work order
number.
4
Requested By—Enter the code identifying the employee requesting the work.
5
Description—Enter a description of the requested work.
6
Equipment/Location—Enter the code(s) identifying the equipment and/or
location(s) requiring maintenance.
7
Enter information in the remaining fields, as necessary.
Approving On-site Requests
Review requests, determine the priority and requirements of each, and then either approve
or delete them. MP2 creates work orders from approved requests and stores approved
requests in on-site request history.
Follow these steps when approving on-site requests.
1
Choose Activities | Work Requests | On-site Requests from the menu bar. MP2
displays the On-site Requests form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Locate the request to approve, and then choose one of these options.
!
Approve an individual on-site request—Click Approve.
!
Approve multiple on-site requests—Select Batch Approve for each request to
approve, and then choose Activities | Work Requests | Approve Selected
On-site Requests from the menu bar.
9 ! WORK REQUESTS
143
MP2 approves the request(s) and then creates work order records for them. MP2
selects the new work orders for printing and prints them either when you print work
orders during generation or when you batch print work orders.
To delete requests you do not approve, locate the request, and then click
. MP2
deletes the request and stores it in on-site request history with an Approve Date of
01/02/00.
Tip:
Editing On-site Request History
When you approve on-site requests, MP2 creates work orders and stores the requests in
history. Additionally, if you delete on-site requests before releasing them as work orders,
MP2 saves the request in history with an Approve Date of 01/02/00. Edit existing on-site
request history records, if necessary.
Create history records for requests that occurred before you purchased MP2 to
include that data in reports and graphs.
Tip:
Follow these steps when editing on-site request history.
1
Choose Activities | Work Requests | On-site Request History from the menu bar.
MP2 displays the On-site Request History form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Edit on-site request history, as necessary.
Removing On-site Request History
Free database space by removing unnecessary on-site request history records.
Important:
144
Print on-site request reports prior to removing history. Once you remove on-site
request history records, you cannot restore them.
9 ! WORK REQUESTS
Follow these steps when removing on-site request history.
1
Choose Activities | Work Requests | Remove On-site Request History from the
menu bar. MP2 displays the Remove On-site Request History dialog box.
2
Purge Through—Enter the date through which to remove requests, and then click
OK. MP2 displays the Select Sites dialog box.
3
Select the site(s) for which to remove on-site request history, and then click OK. MP2
removes all requests approved on or before the specified date, and then displays a
confirmation.
4
Click OK. MP2 returns to the main window.
9 ! WORK REQUESTS
145
10 ! WORK ORDERS
Generating work orders from tasks for recurring maintenance work eliminates both the
need to remember which tasks are due and the burden of repeatedly manually creating
work orders for these tasks. Manually create work orders for emergency maintenance or
repair, and then print work orders for reference when performing the work.
After completing work orders, update parts and labor information, enter meter
information, add comments, and then close them. MP2 transfers the information to work
order history and updates all relevant equipment and task records.
Tip:
You can create work orders before entering information into other MP2 modules.
However, history analysis is more accurate and searching for records is easier if you
carefully plan and design your MP2 system. Therefore, Datastream strongly
recommends both planning data entry and entering initial information before
creating work orders.
IN THIS CHAPTER
!
Entering Initial Work Order
Information
!
Updating Information Before Closing
!
Viewing Work Order Costs
!
Generating Work Orders
!
Closing Work Orders
!
Creating Project Records
!
Editing Work Order History
!
Creating Work Order Records
!
Calculating Work Order Productivity
!
Refreshing Work Priority
!
!
Printing Work Orders
Exporting Work Orders to Microsoft
Project
147
Entering Initial Work Order Information
Enter initial work order information, such as work order types and expense classes, and
then assign these codes to work order records. Refer to “Inserting Records” in Chapter 2:
Basics for information on creating new records in MP2. Refer to Appendix A: Field
Definitions for descriptions of all fields.
Menu Option
Fields
Activities | Work Orders | Work WO Type
Order Types
Description
Activities | Work Orders |
Expense Classes
Examples
PM, WARR
Preventive Maintenance,
Warranty Work
Expense Class
CAL, MECH
Description
Calibrations, Mechanical Work
Generating Work Orders
Generate work orders for scheduled tasks and for equipment with readings outside
statistical predictive maintenance (SPM) limits. In addition to printing generated work
orders, you can also print Ready or Hold work orders, which includes approved on-site
requests.
When generating work orders for scheduled tasks, generate with the same frequency as
the minimum frequency task. For example, if the shortest frequency task is 7 days,
generate work orders at 7-day intervals. If the shortest frequency task is 7 days and you
generate work orders only every 30 days, MP2 generates only one of the 7-day frequency
work orders for the 30-day interval. Refer to Chapter 8: Tasks for more information on
task scheduling.
MP2 does not generate work orders for tasks that require more parts or labor resources
than are available. MP2 displays the shortages for you to view or print. Make the
corrections as necessary, and then regenerate. However, if you select to preview work
orders before releasing them, you can generate work orders with parts or labor shortages.
MP2 releases all selected work orders, despite parts or labor shortages.
Follow these steps when generating work orders.
1
148
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
10 ! WORK ORDERS
2
Generate Through—Enter the date through which to generate work orders.
3
Create Work Orders For—Select one or more work order creation options.
4
Print Work Orders after Generating Them—Select to print work orders
immediately after generation.
5
Click Generate. MP2 displays a message indicating that the generation process may
take several minutes.
6
Click Yes. MP2 generates the work orders and displays a confirmation.
7
Click OK. MP2 displays the Print Generated Work Orders dialog box.
8
Select the print option, and then click OK. MP2 displays the print dialog box.
9
Click OK. MP2 prints the work order(s).
Selecting Records for Generation
Select sites and define filters to limit work order generation to specific sites, equipment,
locations, and tasks.
Follow these steps when selecting records for generation.
1
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2
Choose one or more of these options.
!
Generate work orders for specific sitesClick the Select Sites tab. MP2
displays the Select Sites page.
!
Generate work orders for specific equipment—Click the Equipment Selection
tab. MP2 displays the Equipment Selection page.
!
Generate work orders for specific locations—Click the Location Selection tab.
MP2 displays the Location Selection page.
10 ! WORK ORDERS
149
!
3
Generate work orders for specific tasks—Click the Task Selection tab. MP2
displays the Task Selection page.
Select the site(s) for which to generate or define filters for the equipment, location,
and task records to include in the work order generation.
Sorting Records for Generation
Specify a sort order prior to generation and MP2 generates, prints, and stores the work
orders in the specified order.
Follow these steps when sorting records for generation.
1
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2
Click the Sort tab. MP2 displays the Sort page.
3
Sort By—Select the primary field by which to sort the records.
4
Select one of these options.
5
!
Ascending—Select to sort the records alphabetically or numerically, A
preceding B, etc., 1 preceding 2, etc., respectively.
!
Descending—Select to sort the records in reverse alphabetical or reverse
numerical order, Z preceding Y, etc., or 2 preceding 1, etc., respectively.
Then By—Select secondary and tertiary fields by which to sort the records.
Projecting Available Craft Hours
Project available craft hours before generating work orders. After generation, MP2
computes Allocated Hours, and then calculates labor shortages by comparing Available
150
10 ! WORK ORDERS
Hours with Allocated Hours. MP2 cannot calculate labor shortages for crafts with blank
Available Hours.
Follow these steps when projecting available craft hours.
1
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2
Click Labor Pool. MP2 displays the Labor Pool dialog box.
3
Choose one of these options.
4
!
Update hours automatically—Click Projection. MP2 updates Available Hours
from the current employee schedule.
!
Update hours manually—Enter the available hours for the craft in Available
Hours.
Click OK. MP2 returns to the Generate Work Orders dialog box.
Selecting Work Orders to Release
View all work orders scheduled for generation, and then manually select the records for
which to create work orders.
Important:
If you preview work orders before generating them, MP2 disregards shadowing
information in the task records and generates work orders for shadowed tasks.
Follow these steps when selecting work orders to release.
1
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2
Generate Through—Enter the date through which to generate work orders.
3
Create Work Orders For—Select one or more work order creation options.
4
Preview Work Orders Before Release—Select to view all generated work orders
before releasing them.
10 ! WORK ORDERS
151
5
Click Generate. MP2 displays a message indicating that the generation process may
take several minutes.
6
Click Yes. MP2 displays the Manual Work Order Selection dialog box.
7
Choose one of these options.
!
Release many work ordersChoose Select All for Release from the options
menu, and then select No for Release for each work order you do not want to
release.
!
Release few work ordersSelect Yes for Release for each work order to
release.
8
Click Done. MP2 releases (generates) the selected work orders, and then displays a
confirmation.
9
Click OK. MP2 returns to the main window.
Determining Scheduled Start Dates
This table outlines MP2’s method for obtaining the Scheduled Start Date for the work
orders it generates from tasks.
152
Task Schedule
Schedule Start Date Source
By date only
Next Due Date on the task record
By meter only
Current date
By date and meter, but generated by the
Next Due Date
Next Due Date on the task record
By date and meter, but generated by the
meter reading
Current date
10 ! WORK ORDERS
If the current date or Next Due Date falls on a day that is not in the site work week, MP2
generates the work order on the next working day. Refer to “Specifying the Normal Site
Work Week” in Chapter 7: Scheduling.
Creating Project Records
Create project records to link all related jobs. Assign a unique code for each project and
identify the tasks associated with the project.
Follow these steps when creating project records.
1
Choose Activities | Work Orders | Projects from the menu bar. MP2 displays the
Projects form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Click
4
Project ID—Enter a unique code identifying the project.
5
DescriptionEnter a description of the project.
6
Project TaskEnter the code identifying the task associated with the project.
7
Enter information into the remaining fields, as necessary.
10 ! WORK ORDERS
to insert a new record. MP2 creates a project record.
153
Creating Work Order Records
Create work order records for “emergency” or “on-the-fly” work. Enter initial information
when creating the work order, such as the equipment or location requiring maintenance;
the individual performing the work; and the parts required. Then, after printing the work
order and completing the work, add labor hours, parts used, and additional comments.
Refer to “Updating Information Before Closing” later in this chapter.
Tip:
Create task records for non-repetitive work orders that do not have a meter
frequency or due date, such as changing a headlight bulb or fixing a flat tire. Enter
the task description, equipment/location, and necessary parts and labor for the task,
and then assign that task number to a new repair work order record. MP2 creates the
work order, complete with task details.
Adding Work Order Information
Add basic work order information, including a description of the work and the type of
work.
Follow these steps when adding work order information.
154
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Click the Record View tab. MP2 displays the Record View page.
3
to insert a new record. MP2 creates a work order record and populates Site
Click
with your home site.
4
WO No.—Enter a unique code identifying the work order or press ENTER to
automatically assign the next incremented work order number.
5
DescriptionEnter a description of the work.
10 ! WORK ORDERS
6
WO TypeEnter the code identifying the type of work.
7
Enter information into the remaining fields, as necessary.
Adding Equipment and Location Information
Add the equipment and/or location requiring maintenance to work order records.
Follow these steps when adding equipment and location information.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add equipment and location information, and then
click the Equipment and Details tab. MP2 displays the Equipment and Details page.
3
Choose one of these options.
4
Tip:
!
Equipment No.—Enter the code identifying the equipment on which to perform
maintenance.
!
Location—Enter the code identifying the location at which to perform
maintenance.
Enter information into the remaining fields, as necessary.
To view equipment variable information, click View Equipment Variables.
Adding Employee Labor Information
Enter the assigned employee(s) and estimate their work hours.
Follow these steps when adding employee labor information.
10 ! WORK ORDERS
155
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add employee labor information, and then click
the Equipment and Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment or location, and then click the Labor tab at the bottom of the
page. MP2 displays the Labor sub-page.
4
Employee Code—Enter the code identifying the employee assigned to the work
order.
5
Estimated Hours—Enter the number of hours predicted for the work.
Adding Contract Labor Information
Add contract labor information, including the agency (vendor) name, the name of the
individual performing the work, and worker’s wage rate.
Follow these steps when adding contract labor information.
156
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add contract labor information, and then click the
Equipment and Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment or location, and then click the Contractors tab at the bottom of
the page. MP2 displays the Contractors sub-page.
4
Vendor ID and Vendor Branch—Enter the codes identifying the contract agency
and branch assigned the work.
5
Performed By—Enter the name of the contract worker assigned the work.
6
Rate—Enter the wage rate for the contractor’s work.
10 ! WORK ORDERS
Adding Required Parts
Enter all parts necessary to complete the work. MP2 prints required parts on work orders
for reference.
Follow these steps when adding required parts.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add required parts, and then click the Equipment
and Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment or location, and then click the Parts tab at the bottom of the
page. MP2 displays the Parts sub-page.
Tip:
To populate the work order record with items from the equipment’s spare parts list,
select the equipment, and then click Get. Select the spare parts list to use for the
equipment.
4
Item No.—Enter the code identifying the part required for the work order.
5
Qty Required—Enter the number of parts required to complete the work order for
the selected equipment.
Tip:
To view the number of parts available, choose Parts Availability from the options
menu.
Adding Scheduling Information
Enter the individual responsible for overseeing the work, and the scheduled start and
finish dates. To track work orders by craft, enter each craft, the estimated hours for each
crew, the number of people in each crew, and the priority for the crew.
Follow these steps when adding scheduling information.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add scheduling information, and then click the
Schedule tab. MP2 displays the Schedule page.
10 ! WORK ORDERS
157
3
Assigned To—Enter the code identifying the individual responsible for the work.
4
Scheduled Start Date—Enter the predicted beginning work date.
5
Scheduled Finish Date—Enter the predicted ending work date.
6
Craft—Enter the code identifying the craft responsible for the task.
7
Estimated Crew Hours—Enter the predicted number of crew hours.
8
Crew Size—Enter the number of individuals in the craft assigned to the work order.
9
Priority—Enter the priority of the work order for the craft.
Adding Comments
Enter comments that are beneficial to the individual performing the work. You can enter
different comments for each equipment record. MP2 prints comments on the Work Order
(Long Format) only.
Follow these steps when adding comments.
158
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to add comments, and then click the Equipment and
Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment or location, and then click the Comments tab at the bottom of
the page. MP2 displays the Comments sub-page.
10 ! WORK ORDERS
4
Tip:
Enter comments in the memo field.
To copy the comments from one equipment record on a work order to all of the other
equipment records on the work order, first display the comments to copy, and then
click Copy.
Refreshing Work Priority
Refresh the work priority at defined intervals. MP2 determines work priority by creating a
weighted average of the task priority and equipment priority of every work order. If the
current date is before the work order’s scheduled finish date, MP2 assigns the work order
an initial priority level. With time, MP2 calculates a work priority value that decreases
daily until it reaches its original basic work priority value. If the work order becomes past
due, the work priority value remains at its basic value, but MP2 displays the number of
days it is past due.
Follow these steps when refreshing work priority.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to refresh work priority, and then choose Refresh
Current Work Priority from the options menu. MP2 recalculates the priority and
updates Work Priority.
Printing Work Orders
Print work orders automatically after generating them, or print individual or multiple
work orders manually after creating them. Refer to “Generating Work Orders” earlier in
this chapter for information on printing work orders following generation.
Printing Individual Work Orders
Print work orders individually when necessary.
Follow these steps when printing individual work orders.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
10 ! WORK ORDERS
159
2
Locate the work order to print, and then choose one of these options.
!
Print basic work order information—Choose Print Work Order (Short Form)
from the options menu.
!
Print detailed work order information—Choose Print Work Order (Long
Form) from the options menu.
MP2 displays the Work Order print dialog box.
3
Click OK. MP2 prints the work order.
Printing Multiple Work Orders
Print multiple work orders to save time.
Follow these steps when printing multiple work orders.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Select for Printing—Select for each work order to print.
4
Choose one of these options.
!
Print basic work order information—Choose Activities | Work Orders | Print
Work Orders (Short Format) from the menu bar.
!
Print detailed work order information—Choose Activities | Work Orders |
Print Work Orders (Long Format) from the menu bar.
MP2 displays the Work Order print dialog box.
5
Click OK. MP2 prints the selected work orders and displays a message asking if you
want to unselect work orders for printing.
6
Click Yes. MP2 unselects the work orders for printing.
Updating Information Before Closing
Update information, such as labor hours and actual parts used, on completed work orders
before closing them.
Updating Individual Work Orders
Collect labor and parts information for a work order, and then quickly enter this
information. Add closing comments, if necessary.
Follow these steps when updating individual work orders.
1
160
Choose Activities | Work Orders | Quick Work Order Update from the menu bar.
MP2 displays the Quick Work Order Update form.
10 ! WORK ORDERS
2
WO No.—Enter the code identifying the work order to update.
3
Select the equipment or location to update, and then update labor, parts, and
comments, as necessary.
4
Choose one of these options.
!
Click
!
Click Next WO No. to update another work order.
to close the form and save changes to the work order.
MP2 displays a message asking whether to close the current work order.
5
Tip:
Choose one of these options.
!
Click Yes to close the work order and save it to history.
!
Click No to update the work order and continue adding closing information.
If a work order contains multiple equipment records, you can divide the hours of
employee labor equally between each. Select the employee, and then click Divide.
Updating Multiple Work Orders
Collect labor and parts information for several work orders, and then update multiple
work orders simultaneously.
Follow these steps when updating multiple work orders.
1
Choose Activities | Work Orders | Batch Work Order Quick Update from the
menu bar. MP2 displays the Batch Work Order Quick Update form.
10 ! WORK ORDERS
161
2
SiteEnter the site for which to update work orders.
3
WO No.Enter the code identifying the work order to update.
4
Select the equipment or location to update, and then update labor, parts, and
comment information.
5
Click Update. MP2 updates the work order information.
Tip:
To close multiple work orders, click the Quick Close tab, and then enter the work
orders to close.
Updating Meter Readings
If you set up meters on equipment records, then you can update meter readings on the
work orders containing those equipment records. When you close the work orders, MP2
updates the meter information for the equipment.
Follow these steps when updating meter readings.
162
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to update meter readings, and then click the
Equipment and Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment, and then click the Meters tab at the bottom of the page. MP2
displays the Meters sub-page.
4
Meter Name—Enter the code identifying the meter to update.
10 ! WORK ORDERS
5
Meter Reading—Enter the meter reading recorded during the maintenance work.
6
Date and Time—Enter the date and time the employee recorded the readings.
Updating Contract Labor Information
After contractors complete the work, enter the number of actual hours worked and update
other contract labor information, if necessary.
Follow these steps when updating contract labor information.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order for which to update contract labor information, and then click
the Equipment and Details tab. MP2 displays the Equipment and Details page.
3
Select the equipment number, and then click the Contractors tab at the bottom of the
page. MP2 displays the Contractors sub-page.
4
Date—Enter the date the contractor performed the work.
5
Regular Hours—Enter the number of regular hours the contractor spent on the
work.
6
Enter information into the remaining fields, as necessary.
Tip:
If a work order contains multiple equipment records, you can divide the cost and
hours of labor equally between each record. Select the vendor, and then click Divide.
Viewing Work Order Costs
After updating work order labor and parts information, you can view labor and parts cost
information. Also, review the ongoing total cost of work orders as employees complete
them.
Follow these steps when viewing work order costs.
1
Choose one of these options.
!
View costs for current work orders—Choose Activities | Work Orders | Work
Orders from the menu bar. MP2 displays the Work Orders form.
!
View costs for historical work orders—Choose Activities | Work Orders |
Work Order History from the menu bar. MP2 displays the Work Order History
form.
10 ! WORK ORDERS
163
2
Locate the work order for which to view costs, and then choose Material and Labor
Cost from the options menu. MP2 displays the Costs for WO No. dialog box.
3
View the costs, and then click OK. MP2 returns to the work order record.
Closing Work Orders
Close work orders after employees complete the work and after you update information
on the work order record. Close work orders individually, or close multiple work orders
simultaneously. Contact the System Administrator for setting up a scheduled process for
closing work orders.
MP2 completes these procedures when closing work orders.
!
Transfers the information to history.
!
Updates Date Last Performed and Next Due Date on the task record if you
generated the work order from a task with a Schedule Type of Floating or Fixed.
!
Updates the meter information on the equipment and task records.
!
Updates material and labor costs on the equipment record.
Closing Individual Work Orders
Close work orders one at a time when necessary.
Follow these steps when closing individual work orders.
164
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Locate the work order to close, and then choose Close Current Work Order from
the options menu. MP2 displays a message asking whether to close the current work
order.
3
Click Yes. MP2 closes the work order.
10 ! WORK ORDERS
Closing Multiple Work Orders
Close multiple work orders simultaneously.
Follow these steps when closing multiple work orders.
1
Choose Activities | Work Orders | Work Orders from the menu bar. MP2 displays
the Work Orders form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Status—Select Completed for each work order to close.
4
Choose Activities | Work Orders | Close Work Orders from the menu bar. MP2
displays the Select Date Range dialog box.
5
From Date and To Date—Enter the date range for which to close work orders.
6
Click OK. MP2 displays the Select Sites dialog box.
7
Select the site(s) for which to close work orders, and then click OK. MP2 displays a
message indicating the number of work orders closed.
8
Click OK. MP2 returns to the main window.
Editing Work Order History
When you close work orders, MP2 transfers the work order information to history. Edit
existing work order history records, if necessary.
Tip:
Create history records for work that occurred before you purchased MP2 to include
that data in reports and graphs.
Follow these steps when editing work order history.
1
Choose Activities | Work Orders | Work Order History from the menu bar. MP2
displays the Work Order History form.
2
Click the Record View tab. MP2 displays the Record View page.
10 ! WORK ORDERS
165
3
Edit work order history, as necessary.
Calculating Work Order Productivity
Measure the productivity or efficiency of labor for any work order in history. These
factors impact the accurate estimation of labor hours.
!
The average number of hours spent on a particular task
!
An employee’s experience in performing a particular task
!
Immediate availability of parts
!
Incidental additions to the work order
!
Unforeseen delays due to illness or natural disaster
Follow these steps when calculating work order productivity.
166
1
Choose Activities | Work Orders | Work Order History from the menu bar. MP2
displays the Work Order History form.
2
Locate the work order for which to calculate productivity, and then choose
Productivity from the options menu. MP2 displays the Productivity for WO No.
dialog box.
10 ! WORK ORDERS
3
Compare the Estimated Labor Hours to the Actual Labor Hours to determine
productivity. MP2 calculates productivity and then displays it in Work Order
Productivity (%).
4
Click OK. MP2 returns to the Work Order History form.
Exporting Work Orders to Microsoft Project
Export information from current work orders to Microsoft Project. View the information
within Microsoft Project, and print the schedule to distribute to employees, highlighting
their individual tasks. As tasks progress, update MP2, and then re-export the information.
Refer to the Microsoft Project documentation for information on using Microsoft Project.
Complete these steps when exporting work orders to Microsoft Project.
Step 1: Exporting Work Orders to Comma Delimited Files
Export work orders to a comma delimited (ASCII) file. Filter, sort, or group work orders
prior to exporting.
Follow these steps when exporting work orders to comma delimited files.
1
Choose Activities | Work Orders | Export to Microsoft Project from the menu bar.
MP2 displays the Export to Microsoft Project dialog box.
2
Filter, sort, and/or group work orders as necessary, and then save these options.
3
Click Export. MP2 displays the Save As dialog box.
10 ! WORK ORDERS
167
4
Save in—Locate the directory to which to export the file. The default directory is the
current working directory.
5
File name—Edit the name of the exported file, if necessary. The default file name is
MP2EXPORT.CSV.
6
Click Save. MP2 exports the work orders to the specified file.
Step 2: Importing Comma Delimited Files into Microsoft Project
After exporting work orders to a file within MP2, import the file into Microsoft Project.
Follow these steps when importing comma delimited files into Microsoft Project.
168
1
Start Microsoft Project.
2
Choose File | Open from the Microsoft Project menu bar. Microsoft Project displays
the File Open dialog box.
3
next to the appropriate sub-directory, or find the
Find the file by double-clicking
.
file in a different directory by clicking
4
Select the file, and then click Open. Microsoft Project displays the Import dialog box.
10 ! WORK ORDERS
Tip:
To populate the Resource Names column, update the Export table format. Resource
Names correspond to Assigned To on the work order record. Refer to “Step 3:
Updating the Microsoft Project Export Table Format (Optional)” later in this chapter.
5
Table—Select either Export or the table that you updated.
6
Click OK. Microsoft Project opens the file.
Table Relationships
The Task Name column in the Export table differs, depending on how you group the
exported information in MP2.
This table demonstrates the relationship between MP2 fields and the Task Name field.
Important:
If you do not enter a grouping, MP2 defaults the grouping to WO No.
Grouping
Level 1
Level 2
WO No.
WO No. and Task
Description
If Equipment No. does not equal “-”, then
the second level is Equipment No.;
otherwise, it is Location, Sub-location 1,
Sub-location 2, Sub-location 3
All others
Group By field
WO No. and Task Description
This table demonstrates the relationship between MP2 fields and the other Export table
fields.
Export Table Column
MP2 Field
Page of Work Orders Form
Duration
Est. Duration (days)
Schedule
Start
Scheduled Start Date
Schedule
Finish
Scheduled Finish Date
Schedule
Cost
Estimated Cost
Record View or List View
Resource Names
Assigned To
Schedule
Text 1
Equipment No., Location,
Sub-location 1, Sub-location
2, and Sub-location 3
Equipment and Details
10 ! WORK ORDERS
169
Sample Imported Files
MP2 filtered the information below by Site is equal to ‘Oak Grove’ and included no
sorting or grouping. This file also includes information in Resource Names, which
Microsoft Project populates if you update the Export table format.
MP2 filtered the information below by WO Type is equal to ‘PM’ and grouped by
Equipment No. This file does not contain the Predecessors column, but does include the
Text 1 column, which contains Equipment No., Location, Sub-location 1, Sub-location
2, and Sub-location 3, and Resource Names.
Inserting the Text 1 Column (Optional)
View information associated with Text 1 by inserting the Text 1 column into the table.
Refer to “Table Relationships” earlier in this chapter for information on the relationship
between MP2 fields and Export table fields.
Follow these steps when inserting the Text 1 column.
170
1
Start Microsoft Project, and then open the CSV file exported from MP2.
2
Right-click on any column heading. Microsoft Project displays an options menu.
3
Choose Insert Column. Microsoft Project displays the Column Definition dialog
box.
10 ! WORK ORDERS
4
Field Name—Select Text 1, and then click OK. Microsoft Project inserts the Text 1
column into the table.
Step 3: Updating the Microsoft Project Export Table Format
(Optional)
View information associated with Resource Names by updating the Microsoft Project
Export table format. Refer to “Table Relationships” earlier in this chapter for information
on the relationship between MP2 fields and Export table fields.
Follow these steps when updating the Microsoft Project Export table format.
1
Start Microsoft Project, and then choose File | New from the menu bar. Microsoft
Project displays the Project Information dialog box.
2
Click OK. Microsoft Project displays a blank schedule form.
3
Choose View | Table: Entry | More Tables from the menu bar. Microsoft Project
displays the More Tables dialog box.
4
Select Export, and then click Copy. Microsoft Project displays the Table Definition
dialog box.
10 ! WORK ORDERS
171
5
Tip:
172
Name—Enter a name for the new table, and then select Show in Menu.
To view the new table, select this table name when importing files.
6
Scroll to the end of the Field Name list, click the area after the last field, and then
click Insert Row. Microsoft Project displays a blank row.
7
Click the small down arrow to the left of the up arrow on the scroll bar. Microsoft
Project displays a list of additional fields in the Table Definition dialog box.
8
Select Resource Names, and then click OK. Microsoft Project updates the table and
then returns to the More Tables dialog box.
9
Add the new table format to the global list by clicking Organizer. Microsoft Project
displays the Organizer dialog box.
10 ! WORK ORDERS
10 Select the new table format from the Project area, and then click Copy. Microsoft
Project adds the new table format to the global list.
11 Click Close. Microsoft Project returns to the More Tables dialog box.
12 Click Apply. Microsoft Project applies the table to the project.
13 Choose File | Exit. Microsoft Project asks whether to save the changes.
14 Click Yes. Microsoft Project displays the File Save dialog box.
15 File name—Enter a name for the project.
16 Click Save. Microsoft Project saves the file and then returns to Windows.
After updating the Export table format, import work orders into Microsoft Project using
the new table format. Refer to “Importing Comma Delimited Files into Microsoft Project”
earlier in this chapter.
10 ! WORK ORDERS
173
11 ! QUOTATIONS
Quotations are requests to vendors for prices on equipment, parts, and services. Create
quotations for items or services necessary for maintenance tasks, and then generate
requisitions from them.
IN THIS CHAPTER
!
Generating Quotations
!
Creating Quotation Records
!
Printing Quotations
!
Generating Requisitions from Quotations
!
Purging Quotations
175
Generating Quotations
Automatically generate quotations for inventory items that have reached their reorder
points or for items that have fallen below their minimum stock level.
Follow these steps when generating quotations.
1
Define a filter to include only specific inventory items.
Tip:
176
Choose Activities | Purchasing | Generate Quotations from the menu bar. MP2
displays the Generate Quotations dialog box.
2
Click the Select Sites tab. MP2 displays the Select Sites page.
3
Select the site(s) for which to generate quotations.
4
Click OK. MP2 displays the Generate Quotations form.
5
Update item and vendor information, as necessary.
11 ! QUOTATIONS
6
Important:
7
Click Generate. MP2 generates the quotations and then displays a message
indicating the number of quotations it generated.
When you click Generate, MP2 deletes items and their accompanying information from
the Generate Quotations form.
Click OK. MP2 creates the quotations.
Creating Quotation Records
Manually create quotations for non-inventory items, for inventory items you have not
entered into MP2, and for inventory items without an established reordering method.
Follow these steps when creating quotation records.
1
Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2
Click the Quotations tab. MP2 displays the Quotations page.
3
to insert a new record. MP2 creates a quotation record and populates Site
Click
with your home site.
4
Quotation No.—Enter a unique code identifying the quotation or press ENTER to
automatically assign the next incremented quotation number.
5
Request Date—Enter the date you enter the quotation.
6
Due Date—Enter the vendor return date for the quotation.
7
Click the Items tab. MP2 displays the Items page.
11 ! QUOTATIONS
177
8
Item No.—Enter the code identifying the item for which to request a price quote.
9
Order Warehouse—Enter the warehouse requesting the quote.
10 QtyEnter the number of items to order.
11 Click the Vendors tab. MP2 displays the Vendors page.
12 Vendor ID and Vendor Branch—Enter the code identifying the vendor and vendor
branch from whom to request the price quote.
13 Enter information into the remaining fields, as necessary.
178
11 ! QUOTATIONS
Printing Quotations
After creating quotations, print quotations to send to vendors.
Printing Individual Quotations
Print individual quotations when necessary.
Follow these steps when printing individual quotations.
1
Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2
Locate the quotation to print, and then choose Print Quotation from the options
menu. MP2 displays the Quotations print dialog box.
3
Click OK. MP2 prints the quotation for each listed vendor.
Printing Multiple Quotations
Print multiple quotations to save time.
Follow these steps when printing multiple quotations.
1
Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2
Select for Printing—Select Yes for each quotation to print.
To select all quotations for printing, choose Select All for Printing from the options
menu. To unselect all quotations, choose Unselect All for Printing from the options
menu.
Tip:
3
Choose Activities | Purchasing | Print Quotations from the menu bar. MP2
displays the Quotations print dialog box.
4
Click OK. MP2 prints all quotations selected for printing.
Generating Requisitions from Quotations
Determine the vendor from whom to order an item, and then generate requisitions
directly from quotations.
Follow these steps when generating requisitions from quotations.
1
Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2
Select the quotation for which to generate a requisition, and then choose Generate
Requisition from the options menu. MP2 generates a requisition from the quotation
and assigns it the next incremented requisition number.
11 ! QUOTATIONS
179
Purging Quotations
Purge quotation records to free space. MP2 purges all records in the current filter.
Follow these steps when purging quotations.
180
1
Choose Activities | Purchasing | Quotations from the menu bar. MP2 displays the
Quotations form.
2
Choose Purge Quotations from the options menu. MP2 displays a confirmation.
3
Click Yes. MP2 deletes all quotations in the current filter and then indicates the
number of quotations it deleted.
11 ! QUOTATIONS
12 ! REQUISITIONS
Requisitions are requests for approval from company authorities to purchase equipment,
parts, and services. Create requisitions for items requiring management approval. You
can requisition inventory items, non-inventory items, or services. Automatically generate
requisitions for inventory items that have reached their reorder points or have fallen
below the minimum stock level. Manually create requisitions for non-inventory items and
services.
Caution:
Do not delete the default requisition. MP2 automatically places line items on the
default requisition, depending on the options the System Administrator selects when
setting up purchasing. If you delete the default requisition, MP2 also removes, from
purchase orders, all line items it generated from the default requisition.
IN THIS CHAPTER
!
Guidelines for Generating
Requisitions
!
Generating Requisitions
!
Creating Requisition Records
!
Calculating Requisition Costs
!
Managing Requisition Approval
!
Selecting the Purchasing Vendor
!
Printing Requisitions
!
Adding Requisition Line Items to
Purchase Orders
!
Removing Requisition Line Items from
Purchase Orders
!
Viewing Receipt Information
!
Viewing Return Information
181
Guidelines for Generating Requisitions
Follow these guidelines to establish an efficient system for generating requisitions.
!
Create inventory records for all items that you order.
!
Create vendor records for the vendors from whom you regularly order items, and
then list all items the vendor supplies.
!
Count inventory regularly to maintain accurate counts and to track parts usage.
!
Ask the System Administrator to designate appropriate purchasing security so that
only authorized individuals can approve requisitions.
Generating Requisitions
Automatically generate requisitions for inventory items that have reached their reorder
points or have fallen below the minimum stock level.
MP2 generates requisitions according to the requisition generation setup options defined
by the System Administrator. Depending on this setup, MP2 either creates one requisition
for each vendor, places all line items for all vendors on one requisition for approval at
one time, or places all line items on the default requisition. Additionally, MP2 groups
inventory items and non-inventory items on the same requisition, depending on the setup.
Contact your System Administrator about setting up a scheduled process for generating
requisitions.
Follow these steps when generating requisitions.
1
Tip:
182
Choose Activities | Purchasing | Generate Requisitions from the menu bar. MP2
displays the Generate Requisitions dialog box.
Define a filter to include only specific inventory items.
2
Click the Select Sites tab. MP2 displays the Select Sites page.
3
Select the site(s) for which to generate requisitions.
12 ! REQUISITIONS
4
Click OK. MP2 displays the Generate Requisitions form.
5
Update item and vendor information, as necessary.
6
Click Generate. MP2 generates the requisitions, and then indicates the number of
requisitions it generated.
Important:
7
When you click Generate, MP2 deletes line items and their accompanying information
from the Generate Requisitions form.
Click OK. MP2 creates the requisitions.
Creating Requisition Records
Manually create requisitions for non-inventory items, for inventory items you have not
entered into MP2, for inventory items without an established reordering method, and for
services.
Follow these steps when creating requisition records.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Click the Record View tab. MP2 displays the Record View page.
12 ! REQUISITIONS
183
Tip:
184
3
to insert a new record. MP2 creates a requisition record and populates Site
Click
with your home site.
4
Requisition No.—Enter a unique code identifying the requisition or press ENTER to
automatically assign the next incremented requisition number.
5
Requested By—Enter the name of the individual requesting the line item(s).
6
Date—Enter the date you create the requisition.
7
Click the Line Items tab. MP2 displays the Line Items page.
To enter the information in record view format, click Record View.
12 ! REQUISITIONS
8
Choose one of these options.
!
Request items—Enter this information.
Item No.—Enter the code identifying the item to request.
Qty Requested (UOP) and Qty per UOP—Enter the number of purchasing
units, and then enter the number of items that comprises one purchasing unit.
For example, to request a case of paper (12 packages of paper per case), enter 1
for Qty Requested (UOP), and then enter 12 for Qty per UOP.
!
Request services—Enter this information.
Service Code—Enter the code identifying the service to request.
Line Cost (Requested)—Enter the total cost of the requested service.
9
Order Warehouse—Enter the code identifying the warehouse for which you are
requesting the line item(s).
10 Enter information into the remaining fields, as necessary.
Calculating Requisition Costs
Calculate the total cost for line items on a requisition.
Tip:
MP2 cannot accurately calculate the total cost for a requisition unless each line item
on the Line Items page contains a Qty Requested (UOP) and a Unit Cost.
Follow these steps when calculating requisition costs.
1
Choose Activities | Purchasing | Requisitions from the MP2 menu bar. MP2
displays the Requisitions form.
2
Locate the requisition for which to calculate costs, and then click the Record View
tab. MP2 displays the Record View page.
3
Click Calculate Cost. MP2 calculates the total cost for the requisition and then
displays it in the area provided.
Managing Requisition Approval
MP2 guards against unauthorized purchases by requiring requisition approval before
generating purchase orders. If your facility does not require requisition approval, contact
your System Administrator about bypassing the requisition approval process.
Employees’ purchasing security status determines whether, and to what dollar amount,
they can approve requisitions. Any employee with security clearance can approve
requisitions. Contact your System Administrator for details on the different levels of
approval.
If your facility requires signatures on printed requisitions, print the requisitions, and then
route them to the appropriate individuals for approval.
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185
Pre-approving Requisitions
If your facility requires that more than one employee approve requisitions, pre-approve
requisitions in addition to approving them. Any user can pre-approve requisitions, but
only users with the appropriate approval level can approve requisitions.
Follow these steps when pre-approving requisitions.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition to pre-approve, and then click the Record View tab. MP2
displays the Record View page.
3
Approval Status—Select a pre-approval status.
Important:
4
Tip:
Click the Approval tab. MP2 displays the Approval page.
If you regularly pre-approve or approve requisitions, define a filter to display
requisitions with your employee code in Next Approval Person. Then, apply that filter
to view all requisitions that require your pre-approval or approval.
5
186
If you change the status of a requisition to Not Approved, MP2 removes the approval
information from the requisition record.
Next Approval Person—Enter the code identifying the next individual to preapprove or to approve the requisition.
12 ! REQUISITIONS
Approving Requisitions
Approve requisitions before generating purchase orders. Only users with the appropriate
approval level can approve requisitions.
Follow these steps when approving requisitions.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition to approve, and then click the Record View tab. MP2 displays
the Record View page.
3
Approval Status—Select Approve.
Unapproving Requisitions
You can change the status of any requisition even after approving it and after generating
purchase orders from it.
Follow these steps when unapproving requisitions.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition to unapprove, and then click the Record View tab. MP2
displays the Record View page.
3
Approval Status—Select Not Approved.
If the requisition contains line items on a purchase order with an approval status of
Ready, then MP2 displays a message to this effect and asks whether to continue.
Click Yes. MP2 removes the line items from the purchase order.
If the requisition contains line items on a purchase order with an approval status of
Open, Receiving, All Received, or Completed, then MP2 indicates that it cannot
change the approval status.
Selecting the Purchasing Vendor
After approving requisitions, select the vendors from whom to order requested line items.
Refer to “Assigning Vendors to Items” in Chapter 6: Inventory.
Follow these steps when selecting the purchasing vendor.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition for which to select the purchasing vendor, and then click the
Available Vendors tab. MP2 displays the Available Vendors page.
12 ! REQUISITIONS
187
3
Select the vendor from whom to order the line item(s), and then click Select. MP2
displays a message asking whether to include all vendor details.
4
Click Yes. MP2 updates the line item information, including the unit cost, with
information from the vendor’s item record.
Printing Requisitions
Print individual or multiple requisitions.
Printing Individual Requisitions
Print individual requisitions when necessary.
Follow these steps when printing individual requisitions.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition to print, and then choose Print Requisition from the options
menu. MP2 displays the print dialog box.
3
Click OK. MP2 prints the requisition.
Printing Multiple Requisitions
Print multiple requisitions to save time.
Follow these steps when printing multiple requisitions.
188
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Click the Record View tab. MP2 displays the Record View page.
12 ! REQUISITIONS
3
Tip:
Choose one of these options.
!
Print selected requisitions—Select Select for Printing for each requisition to
print.
!
Print all requisitions—Choose Select All for Printing from the options menu.
To unselect all requisitions for printing, choose Unselect All for Printing from the
options menu.
4
Choose Activities | Purchasing | Print Requisitions from the menu bar. MP2
displays the Requisitions print dialog box.
5
Click OK. MP2 prints the requisitions and unselects Select for Printing for each
printed requisition.
Adding Requisition Line Items to Purchase Orders
Add individual line items to purchase orders, as necessary.
Follow these steps when adding line items to purchase orders.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition containing the line items to add, and then click the Line Items
tab. MP2 displays the Line Items page.
3
Select the item or service to add to the purchase order, and then choose one of these
options.
!
Add items—Choose Add to PO | Current Item from the options menu.
!
Add services—Choose Add to PO | Current Service from the options menu.
MP2 displays either the Add Item to PO or Add Service to PO dialog box.
4
5
Choose one of these options.
!
Add to new purchase order—Select Get Next PO from Purchasing Setup
Form.
!
Add to existing purchase order—Enter the code identifying the purchase order
number in PO No.
Click OK. MP2 adds the item or service to the purchase order.
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189
Removing Requisition Line Items from Purchase
Orders
Remove individual line items from purchase orders, as necessary.
Follow these steps when removing line items from purchase orders.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition containing the line items to remove, and then click the Line
Items tab. MP2 displays the Line Items page.
3
Choose one of these options.
!
Remove items—Select the item to remove, and then choose Remove from PO |
Current Item from the options menu.
!
Remove services—Select the service to remove, and then choose Remove from
PO | Current Service from the options menu.
!
Remove all line items—Choose Remove from PO | All Line Items from the
options menu.
MP2 displays a message indicating that the line item is on an approved requisition
and asks if you want to continue.
4
Click Yes. MP2 removes the item(s) and/or service(s) from the purchase order.
Viewing Receipt Information
If you do not have access to purchase order information but want to know the status of
requested line items, view the detailed receipt information.
Follow these steps when viewing receipt information.
190
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition for which to view receipt information, and then click the
Receipts tab. MP2 displays the Receipts page.
12 ! REQUISITIONS
3
View the receipt information.
Viewing Return Information
If you do not have access to purchase order information but want to know if employees
returned any of the received line items, view return information.
Follow these steps when viewing return information.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition for which to view return information, and then click the
Returns tab. MP2 displays the Returns page.
12 ! REQUISITIONS
191
3
192
View the return information.
12 ! REQUISITIONS
13 ! PURCHASE ORDERS
Generate purchase orders from requisitions or manually create purchase orders for all
items and services, and then send them to vendors. As vendors deliver purchase order line
items, receive them to MP2, and then close the purchase orders.
Important:
Ask the System Administrator to set up MP2’s Purchasing module before you create
and generate purchase orders.
MP2 keeps a complete history of purchase order transactions, which you can view and
edit. You can also create new purchase order history records for transactions that
occurred before you purchased MP2 to include that information in reports and graphs.
IN THIS CHAPTER
!
Entering Initial Purchase Order
Information
!
Returning Line Items
!
Setting the Invoice Number
!
Generating Purchase Orders
!
Viewing Line Item Status
!
Creating Purchase Order Records
!
Viewing Line Item Status Audit History
!
Creating Blanket Purchase Orders
!
Viewing Purchase Order Revisions
!
Changing the Purchase Order Status
!
Closing Purchase Orders
!
Calculating Purchase Order Costs
!
Editing Purchase Order History
!
Printing Purchase Orders
!
Editing Purchase Order Receipt History
!
Faxing Purchase Orders
!
Receiving Line Items
193
Entering Initial Purchase Order Information
Enter initial purchase order information, such as purchase order types, service codes, and
return reason codes, and then assign these codes to purchase order records. Refer to
“Inserting Records” in Chapter 2: Basics for information on creating new records in
MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.
Menu Option
Fields
Examples
Activities | Purchasing | Purchase
Order Types
PO Type
STK-RPLC
Description
Stock Replacement
Activities | Purchasing | Service
Codes
Service Code
CLEAN
Description
Cleaning Service
Activities | Purchasing | Return
Reason Codes
Return Reason Code
DMGD, FAULT
Description
Damaged, Faulty
Generating Purchase Orders
Generate purchase orders from approved requisitions for inventory items, non-inventory
items, and services.
Contact your System Administrator about setting up a scheduled process for generating
purchase orders.
Follow these steps when generating purchase orders.
194
1
Choose Activities | Purchasing | Generate Purchase Orders from the menu bar.
MP2 displays the Generate Purchase Orders dialog box.
2
Define a filter to generate purchase orders for certain requisitions only.
13 ! PURCHASE ORDERS
Tip:
To generate purchase orders for individual requisitions, choose Generate Purchase
Orders from the Requisitions form options menu.
3
Click the Select Purchasing Centers tab. MP2 displays the Select Purchasing Centers
dialog box.
4
Select the purchasing center(s) for which to generate purchase orders.
5
Click OK. MP2 generates the purchase orders.
Creating Purchase Order Records
Manually create purchase orders for inventory items, non-inventory items, requisition
items, non-requisition items, or services. Users must have security clearance to add line
items to purchase orders.
Adding Purchase Order Information
Add basic purchase order information, including the purchase order number, the
purchasing vendor, and additional notes.
Follow these steps when adding purchase order information.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Click
4
PO No.—Enter a unique code identifying the purchase order or press ENTER to
automatically assign the next incremented purchase order number.
13 ! PURCHASE ORDERS
to insert a new record. MP2 creates a purchase order record.
195
5
Vendor ID and Vendor Branch—Enter the code identifying the vendor and vendor
branch to receive this purchase order.
If the vendor record contains tax information, MP2 displays a message asking
whether to copy the tax code and tax type to each line item. Click Yes. You can
change the tax information for each line item, if necessary.
6
Notes—Enter additional information to print on the purchase order.
7
Enter information into the remaining fields, as necessary.
Adding Line Item Information
Add new line items to purchase orders or edit current line item information. MP2 adds
new line items to the default requisition, unless they already exist on a requisition.
Before you approve purchase orders, MP2 assigns and re-assigns line numbers as you
insert and delete line items. Once you approve purchase orders, line numbers do not
change, with one exception: When you “unapprove” a purchase order, MP2 re-assigns
line numbers.
Follow these steps when adding line item information.
Tip:
196
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order for which to add line items, and then click the Line Items
tab. MP2 displays the Line Items page.
To enter the information in a record view format, click Record View.
13 ! PURCHASE ORDERS
3
Choose one or more of these options.
!
Order items—Enter this information.
Item No.—Enter the code identifying the item to order.
Qty Requested (UOP) and Qty per UOP—Enter the number of purchasing
units, and then enter the number of items that comprises one purchasing unit.
For example, to order a case of paper (12 packages of paper per case), enter 1
for Qty Requested (UOP), and then enter 12 for Qty per UOP.
!
Order services—Enter this information.
Service Code—Enter the code identifying the service to order.
Line Cost (Requested)—Enter the total cost of the requested service.
4
Order Warehouse—Enter the code identifying the warehouse for which you are
ordering the line item(s).
5
Enter information into the remaining fields, as necessary.
Adding Order Information
Add order fulfillment information, including payment and shipping terms.
Follow these steps when adding order information.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order for which to add order information, and then click the
Order tab. MP2 displays the Order page.
13 ! PURCHASE ORDERS
197
3
Payment Terms—Enter the payment terms agreed on for the order.
4
Freight Carrier—Enter the carrier responsible for shipping the order.
5
Enter information into the remaining fields, as necessary.
Editing Purchase Order Addresses
The vendor address is the address of the vendor from whom you order, the ship-to
address is the address to which the vendor ships the order, and the confirm-to address is
the address to which the vendor sends a written confirmation of the order.
MP2 obtains the vendor address from the vendor’s record and the ship-to and confirm-to
addresses from purchasing setup. Refer to “Creating Vendor Records” in Chapter 4:
Vendors and Manufacturers for information on specifying default vendor addresses.
Contact the System Administrator concerning default ship-to and confirm-to addresses.
Edit the vendor, ship-to, and confirm-to addresses for each purchase order, if necessary.
Editing these addresses on purchase order records does not modify the default addresses.
Tip:
To create a database of addresses, choose Activities | Purchasing | Addresses from
the menu bar, and then enter the addresses.
Refer to this table when editing purchase order addresses.
Address
Procedure
Vendor
Open the Purchase Orders form, locate the purchase order, and then
click the Vendor Address tab. MP2 displays the Vendor Address page.
Edit the information, as necessary.
Ship-to
Open the Purchase Orders form, locate the purchase order, and then
click the Ship To/Confirm To tab. MP2 displays the Ship To/Confirm
To page. Edit the information, as necessary.
The ship-to address may be different from the purchasing center
address from which you order line items. For example, a corporate
office in Phoenix can place an order and want the line items delivered
to their Houston site. The ship-to address, therefore, is the Houston
address.
MP2 prints the ship-to address on purchase orders.
Confirm-to
Open the Purchase Orders form, locate the purchase order, and then
click the Ship To/Confirm To tab. MP2 displays the Ship To/Confirm
To page. Edit the information, as necessary.
MP2 prints the confirm-to address on purchase orders.
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Adding Tax Information
When you add vendors to purchase orders, MP2 applies the tax type and tax code from
the vendor record to the entire purchase order and/or to each line item. Refer to “Entering
Tax Information” in Chapter 4: Vendors and Manufacturers.
Change the default tax information for the entire purchase order or the tax code and tax
type for each individual line item, if necessary.
Follow these steps when adding tax information.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order for which to add tax information, and then click the Tax
tab. MP2 displays the Tax page.
3
Default Tax Type—Select the type of tax applied to most line items on the purchase
order.
MP2 displays a message asking whether to copy the tax type to each line item. Click
Yes. MP2 applies this tax type to each line item; however, you can change the tax
type for each line item.
4
Default Tax Code—Enter the code identifying the tax code for the vendor supplying
the line items.
MP2 displays a message asking whether to copy the tax code to each line item. Click
Yes. MP2 applies this tax code to each line item; however, you can change the tax
code for each line item.
The Tax Charge is the total amount charged in taxes for the selected line item. MP2
obtains Tax Name and Tax Rate from the tax code record if available.
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199
Creating Blanket Purchase Orders
Vendors may agree to sell line items at a certain costs, and then designate a specific
purchase order number for those line items. Set up blanket purchase orders for these
vendors and line items.
You can release the same blanket purchase order numerous times, and the purchase order
number remains the same; however, MP2 assigns each release a separate release number.
With blanket purchase orders, you can constantly order supplies for a particular job or
equipment and charge all of those supplies to one purchase order.
Complete these steps when creating blanket purchase orders.
Step 1: Setting Up Blanket Purchase Orders
Set up blanket purchase orders by entering the vendor’s blanket purchase order number
for each item.
Follow these steps when setting up blanket purchase orders.
1
Choose Activities | Inventory | Inventory from the menu bar. MP2 displays the
Inventory form.
2
Locate the inventory item for which to set up a blanket purchase order, and then click
the Vendors tab. MP2 displays the Vendors page.
3
Site—Enter the code identifying the site for which to purchase the item.
4
Vendor Branch—Enter the code identifying the vendor for which to set up the
blanket purchase order.
5
Blanket PO No.—Click
form.
6
Vendor Branch—Enter the code identifying the vendor for which to set up the
blanket purchase order.
7
Purchasing Center—Enter the code identifying the purchasing center.
8
Blanket PO No.—Enter a unique code identifying the blanket purchase order
number.
9
Click OK. MP2 returns the blanket purchase order number to the inventory item
record.
. MP2 displays the Lookup – Vendor Purchase Contracts
Step 2: Generating Requisitions for Blanket Purchase Orders
Generate requisitions for line items to include on blanket purchase orders.
Follow these steps when generating requisitions for blanket purchase orders.
200
1
Choose Activities | Purchasing | Generate Requisitions from the menu bar. MP2
displays the Generate Requisitions dialog box.
2
Define a filter for the inventory items for which to create the blanket purchase order.
13 ! PURCHASE ORDERS
3
Click the Select Sites tab. MP2 displays the Select Sites page.
4
Select the site(s) for which to generate the requisition.
5
Click OK. MP2 displays the Generate Requisitions form.
6
Click the Available Vendors tab. MP2 displays the Available Vendors page.
7
Available Vendors—Select the vendor for the blanket purchase order, and then click
Select. MP2 updates the line item information, including the unit cost, with
information from the vendor’s line item record.
8
Click Generate. MP2 generates the requisition.
Step 3: Approving Requisitions for Blanket Purchase Orders
Approve the requisition created for the blanket purchase order if it is not the default
requisition.
Follow these steps when approving requisitions for blanket purchase orders.
1
Choose Activities | Purchasing | Requisitions from the menu bar. MP2 displays
the Requisitions form.
2
Locate the requisition to approve, and then click the Record View tab. MP2 displays
the Record View page.
3
Approval Status—Select Approved.
Step 4: Generating Blanket Purchase Orders
The final step in creating blanket purchase orders is to generate the blanket purchase
orders. The same functions apply to both standard and blanket purchase orders. Refer to
“Generating Purchase Orders” earlier in this chapter.
MP2 generates blanket purchase orders for those line items specified on a blanket
purchase order. MP2 retains the same PO No. for the blanket purchase order each time
13 ! PURCHASE ORDERS
201
you generate it, but it assigns a new Release No. to indicate how many times you
generated the blanket purchase order and to identify each different release of the same
blanket purchase order.
Changing the Purchase Order Status
MP2 automatically changes the status of the purchase order as you create, print, and
submit the purchase order or as you receive the purchase order line items. However, with
proper security clearance, you may manually change the status of purchase orders.
This table explains when MP2 changes the status of purchase orders and lists
circumstances that warrant manual changes. MP2 considers purchase orders with a
Ready status “unapproved” and purchase orders with all other status values “approved.”
Status
MP2 Change
Circumstance for Manual Change
Ready
You created the purchase order,
but have not printed or
submitted it.
You need to add more line items.
Open
You printed and submitted the
purchase order.
You have not printed the purchase
order, but you do not want others to
add more line items without receiving
a warning.
Receiving
You received at least one line
item on the purchase order.
All
Received
You specified in the Receiving
Options dialog box to change
the status to All Received
when you receive all line items.
MP2 also changes the status to
this value when Qty Received
– Qty Returned > Qty
Ordered.
Completed
202
You specified in the Receiving
Options table to change the
status to Completed when you
receive all line items.
You received all line items that you
expect to receive, which may not be
all line items on the purchase order,
and you want the status to reflect that
no more line items are arriving.
You received all line items that you
expect to receive, which may not be
all line items on the purchase order,
and you want the status to reflect that
the purchase order is complete.
13 ! PURCHASE ORDERS
Calculating Purchase Order Costs
Calculate costs for purchase orders. View the total amount paid, total amount received,
and the total cost of purchase orders.
Follow these steps when calculating costs.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order for which to calculate costs, and then click the Costs tab.
MP2 displays the Costs page.
3
Amount Paid—Enter the dollar amount paid for the ordered line items.
4
Shipping—Update shipping charges for the order.
5
Click Calculate Cost. MP2 calculates all costs for the purchase order and updates
Total.
Printing Purchase Orders
Print purchase orders one at a time or all at one time.
Important:
Choosing a destination other than Vendor Preferred overrides the preferred order
method you specified on the vendor record. For example, if the Preferred Order
Method for the vendor is Fax, but you specify Print as the destination when printing
the purchase order, MP2 prints the purchase order instead of faxing it to the vendor.
13 ! PURCHASE ORDERS
203
Printing Individual Purchase Orders
Print individual purchase orders when necessary.
Follow these steps when printing individual purchase orders.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order to print, and then choose Print PO from the options menu.
MP2 displays the Purchase Orders print dialog box.
Tip:
To print the purchase order with the exchange rate for the vendor, choose Print PO
with Exchange Rate from the options menu.
3
Click OK. MP2 prints the purchase order.
Printing Multiple Purchase Orders
Print multiple purchase orders to save time.
Follow these steps when printing multiple purchase orders.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Select one of these options.
Tip:
!
Print selected purchase orders—Select Select for Printing for each purchase
order to print.
!
Print all purchase orders—Choose Select All for Printing from the options
menu.
To remove print selection designation from all purchase orders, choose Unselect All
for Printing from the options menu.
4
Choose Activities | Purchasing | Print Purchase Orders from the menu bar. MP2
displays the Purchase Orders print dialog box.
5
Click OK. MP2 prints the purchase orders and unselects Select for Printing for each
printed purchase order.
Faxing Purchase Orders
Fax purchase orders for greater convenience.
Complete these steps when faxing purchase orders.
Step 1: Installing the Fax Program
Install Symantec WinFax on the workstation from which you fax purchase orders. Refer
to the Symantec WinFax documentation for installation instructions.
204
13 ! PURCHASE ORDERS
Step 2: Entering the Fax Program Name
Ask the System Administrator to enter WinFax as the Fax Program name when setting up
Purchasing.
Step 3: Setting up Vendor Information
Enter the vendor’s fax number and specify that you prefer to fax orders to the vendor.
Follow these steps when setting up vendor information.
1
Choose Activities | Inventory | Vendors from the menu bar. MP2 displays the
Vendors form.
2
Click the Ordering tab. MP2 displays the Ordering page.
3
Preferred Order Method—Select Fax.
4
Fax No.—Enter the vendor’s fax number.
Step 4: Faxing Purchase Orders
Fax the purchase order to the vendor.
Follow these steps when faxing purchase orders.
Tip:
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Select the purchase order to fax, and then choose Print PO from the options menu.
MP2 displays the Purchase Orders print dialog box.
3
Select Send Via, and then click OK. MP2 launches Winfax and faxes the purchase
order to the vendor.
To fax multiple purchase orders, ensure that each vendor record contains the
appropriate fax number, select Select for Printing for each purchase order to fax, and
then choose Activities | Purchasing | Print Purchase Orders from the menu bar.
Receiving Line Items
After you create, print, and submit purchase orders, vendors deliver the line items.
Receive items to stock locations, cost centers, employees, work orders, or equipment.
Receive services to cost centers, employees, work orders, or equipment.
As you receive line items, MP2 updates information on the corresponding requisition.
MP2 also creates an inventory transaction history record with transaction types of P. O.
Receipt for those inventory line items received.
Modify receipt information as necessary. As you edit receipts, MP2 updates information
on the corresponding requisition and creates an inventory transaction history record with
transaction types of P. O. Correction for inventory items.
13 ! PURCHASE ORDERS
205
Follow these steps when receiving line items.
1
Choose one of these options.
!
Choose Activities | Purchasing | Quick Receive from the menu bar.
!
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form. Locate the purchase order for which to
receive line items, and then choose Receive Items/Services from the options
menu.
MP2 displays either the Quick Receive or Receive Items/Services form.
2
Purchasing CenterEnter the purchasing center for which to receive line items.
3
PO No.—Enter the code identifying the purchase order for which to receive the line
items. MP2 lists all line items on the purchase order.
Tip:
To enter the information in record view format, click Record View.
4
Choose one of these options.
!
Receive items—Enter this information.
Qty to Receive—Enter the number of items to receive.
Receive Warehouse—Edit the code identifying the warehouse to which to
receive the line item, if necessary.
!
Receive services—Enter this information.
Line Cost to Receive or Qty to Receive—Enter the cost of the services to
receive or the number of services to receive.
If you receive a quantity greater than you requested, MP2 displays a message
indicating the line item is over-received. Click Yes to continue or click No to change
the Qty to Receive or Line Cost to Receive.
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13 ! PURCHASE ORDERS
5
Receive To and Receive To ID—Specify whether to receive each item to a stock
location, work order, cost center, equipment, or employee, and then enter the
identifying code. Specify whether to receive each service to a work order, cost center,
equipment, or employee, and then enter the identifying code.
MP2 updates the cost center on purchase order line items accordingly.
Receive To
Cost Center Obtained From
Stock
Inventory record
Work order
First equipment record on the work order
Equipment
Equipment record
Cost center
Line item record
Employee
Inventory record
6
Print Receiver—Select to print a receiver report.
7
Enter information into the remaining fields, as necessary.
8
Click Receive PO. MP2 receives the line items, updates Qty Received (UOP) for
each line item on the purchase order, and prints the receiver report.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Receive PO.
Returning Line Items
Record returns of incorrect or damaged items or incorrect services. Return items to stock
locations, cost centers, employees, work orders, or equipment. Return services to cost
centers, employees, work orders, or equipment.
As you return line items, MP2 updates information in the corresponding requisition and
creates inventory transaction history records with transaction types of Return to Vendor
for those inventory items returned.
Modify return information as necessary. As you edit returns, MP2 updates information on
the corresponding requisition and creates inventory transaction history records with
transaction types of Return-toVendor Correction for inventory items.
Follow these steps when returning line items.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order for which to return line items, and then choose Return
Items/Services from the options menu. MP2 displays the Return Items/Services
dialog box.
13 ! PURCHASE ORDERS
207
Tip:
To enter the information in record view format, click Record View.
3
Choose one of these options.
!
Return items—Enter this information.
Qty to Return—Enter the number of line items to return.
!
Return services—Enter this information.
Line Cost to Return or Qty to Return—Enter the cost of the services to return
or the number of services to return.
4
Return Reason Code—Enter the code identifying the reason for the return.
5
Enter information into the remaining fields, as necessary.
6
Click Return Items/Service. MP2 returns all line items and updates Qty Received
(UOP) for each line item on the purchase order.
If MP2 does not post a transaction, it displays the reason in Error Message. Correct the
problem, and then click Return Items/Service.
Setting the Invoice Number
Set the invoice number for all received purchase order items.
Follow these steps when setting the invoice number.
208
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Select the purchase order for which to set the invoice number, and then choose Set
Invoice No. from the options menu. MP2 displays the Set Invoice Number dialog
box.
13 ! PURCHASE ORDERS
3
Invoice No.—Enter the code identifying the invoice.
4
Click OK. MP2 updates the invoice number for all received line items.
Viewing Line Item Status
Check the purchasing status of any line item at any stage of the ordering process.
Follow these steps when viewing line item status.
1
Choose Activities | Purchasing | Item Status | Purchase Orders from the menu
bar. MP2 displays the Item Status form.
2
Select the line item for which to view the status, and then refer to this table when
viewing additional information.
Page
Information
Receipts
List of receipts for this line item, including the quantities
received.
Purchase Order
Information
Detailed information about the purchase order containing the
line item.
Requisition
Information
Detailed information about the requisition on which the line
item exists.
Viewing Line Item Status Audit History
View line item status changes if the System Administrator has enabled this capability.
Follow these steps when viewing line item status audit history.
13 ! PURCHASE ORDERS
209
1
Choose Activities | Purchasing | Line Item Status Audit History from the menu
bar. MP2 displays the Line Item Status Audit History form.
2
View the line item status audit history.
Tip:
To purge line item status audit history, click Purge.
Viewing Purchase Order Revisions
View changes made to approved purchase orders if the System Administrator has enabled
this capability.
Follow these steps when viewing purchase order revisions.
1
Tip:
210
Choose Activities | Purchasing | Purchase Order Revisions from the menu bar.
MP2 displays the Purchase Order Revisions form.
To print the current purchase order revision, click
.
13 ! PURCHASE ORDERS
2
Select the purchase order for which to view revisions, and then refer to this table
when viewing additional information.
Page
Information
Record View
Basic purchase order information and additional information to
print on the purchase order.
Line Items
List of items/services to order.
Costs
Amount paid to the vendor, cost of line items already received,
and total cost of the purchase order, including tax(es), shipping
charges, and miscellaneous charges.
Order
Order placement and fulfillment information, including payment
and shipping terms.
Vendor
Address
Vendor’s address, obtained from the vendor’s record.
Tax
Tax information for the purchase order.
Returns
Returns to date of line items from this purchase order.
Closing Purchase Orders
Close purchase orders after receiving all line items and updating all pertinent information.
Either close purchase orders individually or close many purchase orders at one time.
When you close purchase orders, MP2 transfers the information to purchase order history
and deletes the information from the current purchase orders and requisitions.
Contact your System Administrator about setting up a scheduled process for closing
purchase orders.
Closing Individual Purchase Orders
Close individual purchase orders when necessary.
Follow these steps when closing individual purchase orders.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Locate the purchase order to close, and then choose Close Current PO from the
options menu. MP2 displays a confirmation.
3
Click Yes. MP2 closes the purchase order, and then displays a confirmation.
4
Click OK. MP2 returns to the Purchase Orders form.
13 ! PURCHASE ORDERS
211
Closing Selected Purchase Orders
Close selected purchase orders by defining a filter, and then closing all purchase orders
within the filter.
Follow these steps when closing selected purchase orders.
1
Choose Activities | Purchasing | Purchase Orders from the menu bar. MP2
displays the Purchase Orders form.
2
Define a filter to display only the purchase orders to close.
3
Choose Close POs from the options menu. MP2 displays a confirmation.
If the filtered purchase orders have a status other than Completed, MP2 displays a
notification. Click Yes to close all the filtered purchase orders. Click No to change
the filter.
4
Click Yes. MP2 closes the purchase orders, and then displays a confirmation.
5
Click OK. MP2 returns to the Purchase Orders form.
Closing Completed Purchase Orders
Follow these steps when closing completed purchase orders.
212
1
Choose Activities | Purchasing | Close Purchase Orders from the menu bar.
MP2 displays the Close Purchase Orders dialog box.
2
Select the purchasing center(s) for which to close purchase orders.
3
Cutoff Date—Enter the date through which to close Completed purchase orders,
and then click OK. MP2 closes the purchase orders you completed on or before the
specified date.
13 ! PURCHASE ORDERS
Editing Purchase Order History
When you close purchase orders, MP2 transfers the purchase order information to history.
Tip:
Create history records for orders that occurred before you purchased MP2 to include
that data in reports.
Follow these steps when editing purchase order history.
1
Choose Activities | Purchasing | Purchasing History from the menu bar. MP2
displays the Purchasing History form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Edit purchase order history, as necessary.
Editing Purchase Order Receipt History
Edit existing receipts in purchase order history records or add new receipts. MP2 adjusts
inventory accordingly.
Follow these steps when editing purchase order receipt history.
1
Choose Activities | Purchasing | Purchasing History from the menu bar. MP2
displays the Purchasing History form.
2
Locate the purchasing history record for which to edit receipts, and then click the
Line Items tab. MP2 displays the Line Items page.
3
Select the line item for which to edit receipts, and then click the Receipts tab. MP2
displays the Receipts page.
13 ! PURCHASE ORDERS
213
4
214
Choose one of these options.
!
Edit an existing receipt—Enter the new Qty Received (UOP) or Line Cost
(Received).
!
Enter a new receipt—Click New Receipt. MP2 creates a new receipt record.
Enter receiving information.
5
Close the form. MP2 displays a message asking whether to adjust the stock level and
history.
6
Click Yes. MP2 posts the transaction.
13 ! PURCHASE ORDERS
14 ! ASSET MANAGEMENT
An asset is any object of value that you use at your facility—not necessarily one you
maintain or repair. Record information on assets such as equipment, furniture, and
inventory.
IN THIS CHAPTER
!
Entering Initial Asset Information
!
Generating Asset Locations
!
Creating Asset Location Records
!
Generating Asset Numbers
!
Creating Asset Records
!
Viewing Assets for Each Location
!
Counting Assets
217
Entering Initial Asset Information
Enter initial asset information, such as asset types and then assign these codes to asset
records. Refer to “Inserting Records” in Chapter 2: Basics for information on creating
new records in MP2. Refer to Appendix A: Field Definitions for descriptions of all fields.
Menu Option
Fields
Examples
Activities | Assets | Types
Type
COMP, FURNTR
Type
Description
Computers, Furniture
Generating Asset Locations
An asset location may be a room in a building, a section of a warehouse, or any other
physical location. Automatically generate asset locations when your site contains several
locations. For example, if your facility has many rooms, generate a certain number of
location codes starting with the first room number.
Generate asset location codes using numbers and/or letters. These examples illustrate how
MP2 automatically generates location codes.
!
Location codes for 5 warehouses—Enter WARE-1 for Starting Location, and enter
5 for No. of Locations. MP2 generates these location codes: WARE-1, WARE-2,
WARE-3, etc.
!
Location codes for 10 buildings (A through J)—Enter BLDG-A for Starting
Location, and enter 10 for No. of Locations. MP2 generates these location codes:
BLDG-A, BLDG-B, BLDG-C, etc.
Follow these steps when generating asset locations.
218
1
Choose Activities | Assets | Generate Locations from the menu bar. MP2 displays
the Generate Asset Locations dialog box.
2
Site—Enter the code identifying the site for which to generate asset locations.
3
Starting Location—Enter the code for the first location in the sequence, using lead
zeroes where appropriate.
4
No. of Locations—Enter the number of location codes to generate.
5
Click OK. MP2 generates the location codes, and then displays a message indicating
the number of asset locations generated.
6
Click OK. MP2 returns to the main window.
14 ! ASSET MANAGEMENT
To delete unused asset locations, choose Activities | Assets | Delete Unused
Locations from the menu bar.
Tip:
Creating Asset Location Records
Manually create asset location records if your site contains few locations.
Follow these steps when creating asset location records.
1
Choose Activities | Assets | Locations from the menu bar. MP2 displays the Asset
Locations form.
2
to insert a new record. MP2 creates an asset location record and populates
Click
Site with your home site.
3
Location—Enter a unique code identifying the asset location.
Generating Asset Numbers
Automatically generate asset numbers for assets that you code sequentially. For example,
if your facility contains 72 personal computers, automatically create an asset record for
each computer by specifying a starting asset number (PC-001) and the number of asset
records needed (72). MP2 then generates a record for each asset, each with a sequential
asset number. (PC-001 to PC-072). Enter additional information into each generated
record.
Follow these steps when generating asset numbers.
1
Choose Activities | Assets | Generate Numbers from the menu bar. MP2 displays
the Generate Asset Numbers dialog box.
14 ! ASSET MANAGEMENT
219
2
Starting Asset No.—Enter code for the first asset, using lead zeroes where
appropriate.
3
No. of Assets—Enter the number of asset numbers to generate.
4
Click OK. MP2 generates the asset numbers, and then it displays a message indicating
the number of asset numbers generated.
5
Click OK. MP2 returns to the main window.
To delete unused asset numbers, choose Activities | Assets | Delete Unused
Numbers from the menu bar.
Tip:
Creating Asset Records
Create an asset record for each asset.
Follow these steps when creating asset records.
220
1
Choose Activities | Assets | Assets from the menu bar. MP2 displays the Assets
form.
2
Click the Record View tab. MP2 displays the Record View page.
3
Click
4
Asset No.—Enter a unique code identifying the asset.
5
Type—Enter the code identifying the type of asset.
6
LocationEnter the code identifying the location containing this asset.
7
Current QtyEnter the number assets at the location.
to insert a new record. MP2 creates an asset record.
14 ! ASSET MANAGEMENT
Viewing Assets for Each Location
View assets for each location.
Follow these steps when viewing assets for each location.
1
Choose Activities | Assets | Locations from the menu bar. MP2 displays the Asset
Locations form.
2
Select the location for which to view assets, and then click the Record View tab.
MP2 displays the Record View page.
3
View the asset information.
Counting Assets
Count existing assets and compare the actual quantities to the quantities in MP2.
Complete these steps when counting assets.
Step 1: Printing Counting Sheets
The first step in counting assets is printing the counting sheets.
Complete these steps when printing counting sheets.
1
Choose Reports | Assets | Counting Sheets from the menu bar. MP2 displays the
print dialog box.
Sort counting sheets by a particular field, and then MP2 prints the records in the
specified sort order. For example, if several sites or buildings contain assets to count,
sort the asset records by location, and then MP2 groups the assets on the counting
sheets by location.
Tip:
2
Click OK. MP2 prints the counting sheets.
3
Record on the counting sheets any changes to locations and quantities. If you
renamed an asset, record its new name in New Asset No.
14 ! ASSET MANAGEMENT
221
Step 2: Entering and Posting Counts
The second step in counting assets is entering and posting counts. When you enter and
post new counts, MP2 updates the asset records.
Follow these steps when entering and posting counts.
1
Choose Activities | Assets | Physical Counting from the menu bar. MP2 displays
the Asset Physical Counting form.
Sort the asset physical counting records in the same order you sorted the counting
sheets.
Tip:
2
New Qty—Enter the new number for each asset.
3
Click Post. MP2 posts the changes.
Step 3: Printing the Adjustment Report
The third step in counting assets is printing the Adjustment report. The Adjustment report
lists all changes to asset information during the most recent physical count.
222
1
Choose Reports | Assets | Adjustments from the menu bar. MP2 displays the print
dialog box.
2
Click OK. MP2 prints the report.
14 ! ASSET MANAGEMENT
15 ! BUDGETING
Track projected and actual costs with MP2’s budgeting module, and then analyze
discrepancies between these costs.
IN THIS CHAPTER
!
Analyzing Budgets
!
Printing Budget Reports and Graphs
!
Clearing the Current Budget
223
Analyzing Budgets
Analyze budgets to determine if your site is over-spending in certain areas.
Follow these steps when analyzing budgets.
1
Choose Activities | Budget from the menu bar. MP2 displays the Budget form.
2
Year—Select the year to analyze.
3
Budget Class—Select a budget class to analyze.
4
SiteSelect the site to analyze.
When you select a budget class to analyze, MP2 displays the budget class as the title
for the Budget Name list (the column on the left). The Budget Name list displays all
current values for the selected budget class.
5
Budget Name list—Select a budget name to analyze. MP2 displays, in the budget
grid, the current calculated budget information for the selected value.
6
Budgeted—Enter the projected budget for each month. This amount is the monthly
allocation for employee labor, vendor labor, and material costs.
7
Click Update Actual Cost. MP2 updates cost information based on open and closed
equipment-based work orders.
With this formula, MP2 calculates the budget percentage actually used in work
orders for the selected budget name.
MP2 displays the percentage in % of Budget. A percentage less than 100% indicates
you are within budget, and a percentage greater than 100% indicates you are over
budget. MP2 displays negative numbers in parentheses. MP2 displays the dollar
amount the named budget is over or under budget in Overrun.
224
15 ! BUDGETING
Printing Budget Reports and Graphs
Print budget reports and graphs when necessary.
Follow these steps when printing budget reports and graphs.
1
Choose Activities | Budget from the menu bar. MP2 displays the Budget form.
2
Select the Year, Budget Class, Site, and budget name for which to create the report
or graph.
3
Choose one of these options from the options menu.
!
Comparison Report—A comparison of all budgeted costs and actual costs for
the selected budget class and year.
!
Overrun Report—Dollar amount over or under the budget for the selected
budget class and year.
!
Comparison Graph—A comparison of all budgeted costs and actual costs for
the selected budget name and year.
!
Overrun Graph—Dollar amount over or under the budget for the selected
budget name and year.
MP2 displays the print dialog box.
4
Click OK. MP2 prints the report or graph.
Clearing the Current Budget
Clear the current budget for a selected year, budget class, and budget name.
Follow these steps when clearing the current budget.
1
Choose Activities | Budget from the menu bar. MP2 displays the Budget form.
2
Select the Year, Budget Class, Site, and budget name for which to clear the current
budget.
3
Choose Clear Current Budget from the options menu. MP2 clears the budget
information for the selected year, class, and budget name.
15 ! BUDGETING
225
16 ! STATISTICAL PREDICTIVE
MAINTENANCE
Move beyond preventive maintenance by setting up a predictive maintenance program in
MP2. MP2’s statistical predictive maintenance (SPM) module identifies equipment
readings outside the control limits, alerting you to schedule maintenance before the
equipment fails. Set controls according to either manufacturer’s specifications or the
equipment’s historical performance.
For example, you may create an SPM record that monitors the vibration readings of an
injection molder by entering the minimum and maximum possible readings, obtained
from the manufacturer’s specifications. You would then enter each reading on the
equipment and periodically generate reports and graphs indicating readings that fall
outside the specified range.
Predictive maintenance, sometimes called “just in time” maintenance, demands regular
monitoring but can provide substantial cost savings by delaying maintenance until failure
is imminent. For example, by recording and analyzing the vibration readings on the
injection molder in the example above, you can extend the useful life of the part without
risking downtime on the equipment.
IN THIS CHAPTER
!
Creating SPM Records
!
Recording SPM Readings
!
Generating Work Orders Using SPM Limits
!
Viewing Daily Averages
!
Calculating Means and Standard Deviations
!
Purging SPM Readings
227
Creating SPM Records
Create statistical predictive maintenance records to monitor equipment using one or more
of these methods.
!
Manufacturer specifications—Indicate the minimum and maximum allowable
equipment readings. Readings outside this range indicate a problem with the
equipment and the need for maintenance.
!
Mean and standard deviation of the readings to date—Readings that are beyond the
specified standard deviation from the mean indicate a problem with the equipment
and the need for maintenance.
!
Mean and the consecutive readings to date—Readings repeatedly falling above or
below the mean indicate a problem with the equipment and the need for maintenance.
MP2 calculates the Mean from the readings entered, and it calculates the standard
deviation (Std. Deviation) from the mean and each reading. Approximately 66% of all
readings fall within one standard deviation of the mean, and 95% fall within 2 standard
deviations. Less than 1/3 of 1% of all readings fall outside 3 standard deviations. Any
reading beyond the number of standard deviations from the specified mean (1, 2, or 3)
indicates a problem with the equipment.
When you use the Mean and Standard Deviation method or the Mean and Consecutive
Points method, you can manipulate the Mean that MP2 uses in its SPM calculations in
these two ways.
!
Select Use Daily Average if you take several readings a day. MP2 uses the average
of the daily readings in addition to the individual readings to determine performance.
Using daily averages “smoothes” the graphical analysis of a measurement taken more
than once per day.
!
Specify a date range from which to generate the mean by first selecting Use Control
Dates, and then entering a date range in which the equipment operated normally.
When you specify a date range, MP2 is more likely to obtain a valid mean by which
to compare readings.
Follow these steps when creating SPM records.
228
1
Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2
Click the Record View tab. MP2 displays the Record View page.
16 ! STATISTICAL PREDICTIVE MAINTENANCE
3
Click
4
Equipment No.—Enter the code identifying the equipment to monitor.
5
Measurement—Enter a brief name for the measurement.
6
Description—Enter a complete description of the measurement.
7
Units—Enter the units of measurement for which you take readings.
8
Specify limits for the equipment readings using one of these methods.
to insert a new record. MP2 creates an SPM record.
!
Manufacturer Specifications—Select Use Manufacturer’s Specifications, and
then enter the Min. Value and Max. Value for the readings. Any readings not
within these values indicate a problem with the equipment.
!
Mean and Standard Deviation—Select Use 1 Std. Deviation, Use 2 Std.
Deviations, or Use 3 Std. Deviations.
!
Mean and Consecutive Points—Specify the number of Consecutive Points to
monitor (default is 7). Equipment readings consecutively higher or lower than
the mean for this number of consecutive points indicate a trend. If the trend
continues, the equipment is likely to fail eventually, even if the consecutive
values are still within limits. Do not enter a value for Consecutive Points if you
do not use this method.
16 ! STATISTICAL PREDICTIVE MAINTENANCE
229
Recording SPM Readings
After creating SPM records, record equipment readings. To take full advantage of SPM,
record readings each time employees take them.
Periodically create reports and graphs to view and analyze an equipment’s SPM
information and determine when it needs maintenance.
Follow these steps when recording SPM readings.
1
Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2
Locate the SPM record for which to record readings, and then click the Readings tab.
MP2 displays the Readings page.
3
Date and Time—Enter the date and time of the reading.
4
Choose one of these options.
!
Record numeric measurementEnter the reading in Numeric Reading.
!
Record non-numeric measurementEnter the value in Text Reading.
To graph the number of occurrences of a numeric reading over a period of time,
enter the numeric reading in both Numeric Reading and Text Reading.
Tip:
5
Enter information into the remaining fields, as necessary.
Generating Work Orders Using SPM Limits
Automatically generate work orders for equipment with readings outside the specified
statistical predictive maintenance (SPM) limits.
230
16 ! STATISTICAL PREDICTIVE MAINTENANCE
Follow these steps when generating work orders using SPM limits.
1
Choose Activities | Work Orders | Generate Work Orders from the menu bar.
MP2 displays the Generate Work Orders dialog box.
2
Generate Through—Enter the date through which to generate work orders.
3
Equipment Readings outside SPM Limits—Select to generate work orders for
equipment with readings outside of SPM limits.
4
Print Work Orders after Generating Them—Select to print work orders
immediately following generation.
5
Enter information into the remaining fields, as necessary.
MP2 does not generate work orders if a current work order exists for the equipment
reading or if the most recent work order for the equipment has a completion date/time
less than or equal to the most recent SPM reading date/time.
Tip:
6
Click Generate. MP2 generates a work order for each equipment with readings
outside the SPM limits.
Viewing Daily Averages
View daily averages when necessary.
Follow these steps when viewing daily averages.
1
Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2
Locate the SPM record for which to view daily averages, and then click the Daily
Averages tab. MP2 displays the Daily Averages page.
16 ! STATISTICAL PREDICTIVE MAINTENANCE
231
3
View the daily average information.
Calculating Means and Standard Deviations
Calculate the mean and standard deviation for either one SPM record at a time or all SPM
records at one time.
!
Individual SPM records—Open the Statistical Predictive Maintenance form. Locate
the SPM record for which to calculate means and standard deviations, and then click
Calculate Mean and Std. Deviation. MP2 calculates the mean and standard deviation
for the record.
!
All SPM records—Choose Activities | Statistical Predictive Maintenance |
Calculate All Means and Std. Deviations from the menu bar. MP2 calculates the
means and standard deviations for all SPM records.
Purging SPM Readings
Purge (or delete) obsolete SPM readings to free space on the server. Specify a cut-off
date, and MP2 purges SPM readings taken on or before that date. Purging SPM readings
does not delete the SPM record.
Important:
Print SPM reports and graphs before purging SPM data. You cannot recover SPM
readings after purging them.
Follow these steps when purging SPM readings.
232
1
Choose Activities | Statistical Predictive Maintenance | Statistical Predictive
Maintenance from the menu bar. MP2 displays the Statistical Predictive
Maintenance form.
2
Locate the SPM record for which to purge readings, and then choose Purge SPM
Data from the options menu. MP2 displays the Purge SPM Data dialog box.
3
Purge Through—Enter the date through which to delete readings.
4
Click OK. MP2 displays a confirmation.
5
Click Yes. MP2 deletes all readings on or before the specified date for the specified
measurement.
16 ! STATISTICAL PREDICTIVE MAINTENANCE
17 ! REPORTS, GRAPHS, AND
LABELS
Create, modify, and print MP2 reports and graphs to analyze your maintenance
information. Create, modify, and print MP2 labels to identify your maintenance
equipment and inventory. Additionally, you may export or e-mail MP2 reports, graphs
and labels.
IN THIS CHAPTER
!
General Procedures for Reports, Graphs, and Labels
!
Reports
!
Graphs
!
Labels
!
Work Order Analysis and Inventory Analysis Graphs
235
General Procedures for Reports, Graphs, and Labels
This section describes general procedures for creating, modifying, previewing, printing,
exporting, and e-mailing reports, graphs, and labels.
Selecting Reports, Graphs, or Labels
Select a report or graph by choosing Reports or Graphs from the menu bar, and then
choose the report or graph. Select a set of labels by choosing Activities |
Inventory | Item Labels or Activities | Purchasing | Print Receiver Item Labels from
the menu bar.
MP2 displays a print dialog box similar to this one.
Specifying Page Layout and Print Information
MP2 defaults to a standard layout and print setup. Change the layout and print setup as
necessary.
Follow these steps when specifying page layout and print information.
236
1
Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2
Click Printer/Page Setup. MP2 displays a Page Setup dialog box similar to this one.
17 ! REPORTS, GRAPHS, AND LABELS
Refer to this table when specifying page layout and print options.
Option
Procedure
Margins
For reports or graphs, specify the margin widths in inches or centimeters,
and then enter the left, right, top, and bottom margins.
Page Range
For reports, graphs, or labels, select which page(s) to print.
All—Select to print all pages of the report, graph, or set of labels.
Current Page—Select to print the current page of the report, graph, or
set of labels. Select this option only when printing the report, graph, or
set of labels from Print Preview.
Pages—Select to specify the first and last pages of a range to print.
Copies
For reports, graphs, or labels, enter the number of copies to print.
Orientation
For reports, select Portrait or Landscape as the print orientation.
Even if you specify a printer orientation in the Print Setup dialog box,
MP2 still prints the report according to the orientation specified in this
dialog box.
Style
For tabular reports, choose one of these options.
Tabular (With Grid)—Select to print the report in tabular format with
a grid.
Tabular (Without Grid)—Select to print the report in tabular format
without a grid.
Record—Select to print the report in non-tabular format.
17 ! REPORTS, GRAPHS, AND LABELS
237
Selecting Records
Define a filter to select particular records to include on reports, graphs, or labels. For
example, select only inventory records from a specific location to include on the
Inventory Standard report.
Selecting records does not change fields; it only changes records that MP2 prints on
reports, graphs, or labels. Refer to “Selecting Report Fields” later in this chapter for
information on selecting the fields to include on reports.
Follow these steps when selecting records.
238
1
Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2
Click the Select tab. MP2 displays the Select page.
3
Field Name—Select the field by which to filter the report, graph, or set of labels.
4
Operator—Select the filter operator.
5
Value—Enter the value by which to filter the report, graph, or set of labels.
6
Enter additional selection criteria, as necessary. Refer to this table for additional filter
functions.
Function
Procedure
Add conditions
Click Insert. MP2 inserts a blank condition before the
current condition.
Modify conditions
Select, in the box at the bottom of the dialog box, the
condition to modify, and then edit the Condition as
necessary.
Delete conditions
Click Delete. MP2 deletes the current condition.
Display previous
condition
Click Previous.
17 ! REPORTS, GRAPHS, AND LABELS
Function
Procedure
Display next
condition
Click Next.
Change the joiner
(And/Or)
Select the condition from the list box, and then select the
joiner.
If the current condition is the last condition in the filter and
you click Next, MP2 adds a new condition after the last
condition.
And—Select to include records that contain both of the
joined conditions.
Or—Select to include records that contain one or the other
condition.
Group conditions
Hold down SHIFT, and then select each condition to include
in the group. Release SHIFT, and then click
Add ( ).
Remove groupings
Select the first condition in the group, press SHIFT, and
then select the last condition in the group. Click Remove
( ). MP2 removes the grouping from the conditions.
Click Remove All ( ) to remove groupings from all
conditions.
Sorting Records
By default, MP2 sorts information for reports, graphs, and labels by the first field of the
report, graph, or set of labels. Change this sort order, if necessary.
Follow these steps when sorting records.
1
Choose Reports, Graphs, or Labels from the menu bar, and then select the report,
graph, or set of labels to print. MP2 displays a print dialog box.
2
Click the Sort tab. MP2 displays the Sort page.
17 ! REPORTS, GRAPHS, AND LABELS
239
3
Sort By—Select the primary field by which to sort the report, graph, or set of labels.
4
Select one of these options.
5
!
Ascending—Select to sort the records either alphabetically or numerically by
the selected field, i.e., A preceding B or 1 preceding 2.
!
Descending—Select to sort the records in either reverse alphabetical or
numerical order by the selected field, i.e., Z preceding Y or 2 preceding 1.
!
Group By—Select to group the records by the selected field.
Then By—Select secondary and tertiary fields by which to sort the report, graph, or
set of labels, if necessary.
Selecting the Sites, Purchasing Centers, or Warehouses
Depending on the contents of the report, graph, or set of labels, select either the sites,
purchasing centers, or warehouses for which to create a report, graph, or set of labels.
Reports, graphs, or labels that do not contain site-, purchasing center-, or warehousespecific information do not contain the additional page.
The steps for selecting sites and purchasing centers are the same as the following steps for
selecting warehouses.
Follow these steps when selecting the sites, purchasing centers, or warehouses.
240
1
Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2
Click the Select Warehouses tab. MP2 displays the Select Warehouses page.
3
Select the warehouse(s) for which to print the report, graph, or set of labels.
17 ! REPORTS, GRAPHS, AND LABELS
Previewing Report, Graph, and Label Data
You can preview the data for a report, graph, or set of labels without viewing the actual
report, graph, or set of labels. Use Data Preview to browse for a field value, to search for
a field value, or to view data before selecting records to include in the report, graph, or set
of labels.
If the System Administrator hides fields with security, MP2 does not include these
hidden fields in reports, graphs, or labels.
Tip:
Follow these steps when previewing report, graph, and label data.
1
Choose the report, graph, or set of labels for which to preview data. MP2 displays a
print dialog box.
2
Click Data Preview. MP2 displays the Data Preview form. Refer to this diagram
when navigating through Data Preview.
previous page
first page
last page
next page
3
Click
. MP2 returns to the print dialog box.
Previewing Reports and Labels
View reports and labels on the screen before printing them. Print Preview applies the sort
and filter, headings, and print characteristics to the report; therefore, you can view the
report exactly as it will appear in print.
If the System Administrator hides fields with security, MP2 does not include these
hidden fields in reports, graphs, or labels.
Tip:
Follow these steps when previewing reports and labels.
zoom in
1
Choose the report or set of labels to preview. MP2 displays a print dialog box.
2
Click Print Preview. MP2 displays the Print Preview form. Refer to this diagram
when navigating through Print Preview.
zoom page
width
zoom out
first page
next page
zoom whole
last page
page
previous page
3
print
close Print Preview
print to fit
current page and overflow
next overflow page
zoom percent
previous overflow page
Click Close. MP2 returns to the print dialog box.
17 ! REPORTS, GRAPHS, AND LABELS
241
Changing the Printer
MP2 applies the default printer information you set up in Windows. Change printer
options, if necessary.
Follow these steps when changing the printer.
1
Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2
Click Printer/Page Setup. MP2 displays the Page Setup dialog box.
3
Click Printer Setup. MP2 displays the Print Setup dialog box.
4
Name—Select the printer with which to print the report, graph, or set of labels.
Printing Reports, Graphs, and Labels
Print reports, graphs, or labels to the specified printer.
Follow these steps when printing reports, graphs, and labels.
1
Choose the report, graph, or set of labels to print. MP2 displays a print dialog box.
2
Select Print as the destination, and then click OK. MP2 prints the report, graph, or set
of labels.
Exporting Reports, Graphs, and Labels
Export reports, graphs, or labels to these file types.
242
Export Format
Export File Extension
Ascii comma delimited
.CSV
Ascii tab delimited
.TXT
Data Interchange Format
. DIF
Dbase II, III, III+, IV
.DBF
Excel 2.0, 3.0, 4.0
.XLS
17 ! REPORTS, GRAPHS, AND LABELS
Export Format
Export File Extension
Excel 5.0 (non-OLE 16-bit version)
.XLS
Lotus 1-2-3 2.x
.WK1
Lotus 1-2-3 3.0
.WK3
Lotus 1-2-3 4.0, 5.0
.WK4
Quattro
.WKQ
Symphony 1.0, 1.1
.WRK
Microsoft Access†
.MDB
† MP2 imposes the following restrictions on Microsoft Access exports.
!
The File name entered is equivalent to a Microsoft Access database name, either existing or non-existing.
!
The exported table name (Table) is the same as the Oracle table name and is inserted into the userselected Microsoft Access database (File name).
!
You cannot export to a system-required Microsoft Access database, e.g., MP2SYS.MDB.
Follow these steps when exporting reports, graphs, and labels.
1
Choose the report, graph, or set of labels to export. MP2 displays a print dialog box.
2
Select Export as the destination, and then click OK. MP2 displays the Save As dialog
box.
3
Save in—Locate the directory to which to save the file.
4
File name—Enter a name for the file, excluding the extension.
5
Save as type—Select the file type.
6
Click OK. MP2 exports the file to the specified directory.
To reopen a report, click Open on any print dialog box or choose File | Open from the
menu bar.
Tip:
To save a modified report with a different name, click Save As.
E-mailing Reports, Graphs, and Labels
E-mail reports, graphs, and labels, using one of these e-mail packages.
!
cc:Mail
!
Lotus Notes
!
MS Exchange
!
Internet (SMTP/POP3)
17 ! REPORTS, GRAPHS, AND LABELS
243
Follow these steps when e-mailing reports, graphs, and labels.
1
Choose the report, graph, or set of labels to e-mail. MP2 displays a print dialog box.
2
Select Mail as the destination, and then click OK. MP2 displays the Mail Login
dialog box.
3
Login Name—Enter your e-mail login name.
4
Password—Enter your e-mail login password.
To use the password each time you e-mail a report, graph, or set of labels, select
Save Password.
Tip:
5
Mail Systems—Select your electronic mail system.
6
Click OK. MP2 displays the Send Mail dialog box.
If the login name is not valid, MP2 displays an error message. Click OK. MP2
displays the Choose Profile dialog box. Click New to create a new profile. MP2
launches the Microsoft Inbox Setup Wizard. Complete the wizard, and then resume
these steps to e-mail a report, graph, or set of labels.
244
17 ! REPORTS, GRAPHS, AND LABELS
7
Enter the following information, as necessary.
Page
Procedure
Recipients
Enter the recipient’s e-mail address, and then click Add. MP2 adds
the address to the Recipient List.
Important:
8
If you chose MS Exchange as your e-mail system, click
Address, and then select the address to which to send
the report, graph, or set of labels.
Message
Select the Priority of the e-mail, and then enter a brief message to
accompany the report.
Attachments
Select, from File Format, the format in which to e-mail the report,
graph, or set of labels.
Click Send. MP2 e-mails the report, graph, or set of labels and any attached files to
the specified e-mail address(es).
Opening Existing Reports, Graphs, and Labels
Customize and save reports, graphs, and labels and then open them as needed. Refer to
“Saving Files” in Chapter 2: Basics for information on saving reports, graphs, and labels.
Follow these steps when opening existing reports, graphs, and labels.
1
Choose File | Open from the menu bar. MP2 displays the Open dialog box showing
the current MP2 working directory.
Find the file by double-clicking
next to the appropriate sub-directory, or find a file
.
in a different directory by clicking
Tip:
2
File name—Enter the name of the file to open.
3
Click Open. MP2 opens the specified file.
Reports
This section contains procedures specific to reports, including selecting which fields to
include and customizing headers and footers. Additionally, this section includes a list of
all reports in MP2 with descriptions of each.
17 ! REPORTS, GRAPHS, AND LABELS
245
Selecting Report Fields
Select which fields to include in reports, and select the order in which to include them.
Follow these steps when selecting report fields.
1
Choose Reports from the menu bar, and then choose the report to print. MP2
displays a print dialog box.
2
Click the Fields tab. MP2 displays the Fields page.
Visible Fields lists all fields included on the report and Hidden Fields lists all fields
excluded.
For non-tabular reports, MP2 does not permit changing the order, width, or fonts of
fields.
Tip:
3
246
Select the fields for the report. Refer to this table when selecting fields.
Function
Procedure
Change fonts
Click Change Font. MP2 displays the Font dialog box.
Select font characteristics, and then click OK.
Reorder fields
Select the field from Visible Fields, and then click either
or
to move the field up or down in the order.
Change widths
Select the field from Visible Fields, and then click Change
Width. MP2 displays the Change Width dialog box. Place
the cursor over the dividing line of the field. The cursor
. Drag
right or left to adjust the width of
changes to
the field.
Remove fields
Select the field from Visible Fields, and then click
MP2 moves the field to Hidden Fields.
.
17 ! REPORTS, GRAPHS, AND LABELS
Customizing Report Headers and Footers
Customize the headers and footers on MP2 reports. By default, MP2 prints the report
name and facility name in the header and might print a note about the report in the footer.
Follow these steps when customizing report headers and footers.
1
Choose Reports from the menu bar, and then choose the report to print. MP2
displays a print dialog box.
2
Click the Header/Footer tab. MP2 displays the Header/Footer page.
To change the font of the header title, header subtitle, or footer, click Font.
Tip:
3
Title—Enter the title of the report. MP2 prints the title in the header of each page.
4
Subtitle—Enter the subtitle of the report. MP2 prints the subtitle below the title in
the header.
5
Footer—Enter the footer for the report. MP2 prints the footer at the bottom of each
page.
Report List
Analyze maintenance information with MP2 reports. This section lists and describes
every MP2 report, categorized by report type.
Assets
Report Name
Description
Assets
Detailed asset information, including the asset type, type
description, location, and quantity for each asset.
Locations
Asset locations.
Types
Asset types and descriptions.
Numbers
Asset numbers and types.
17 ! REPORTS, GRAPHS, AND LABELS
247
Report Name
Description
Counting Sheets
Worksheet on which to record asset counts.
Adjustments
Quantities adjusted when posting physical asset counts.
Equipment
Report Name
Description
Equipment Report
(Simple List)
Basic equipment information, including the description, serial
number, equipment type, and location for each equipment.
Equipment Report
(Full List)
Detailed equipment information, including the manufacturer,
vendor, spare parts, components, task information, safety
notes, user-defined fields, and nameplate information for each
equipment.
Locations
Sub-locations, cost center, department, and general ledger
number for each location.
Equipment Drawings
Equipment with attached multimedia files, including the path,
file name, and description of each multimedia file, and
whether you selected to attach this file to work orders.
Component Report
Equipment families in outline form, including components and
component descriptions for each equipment.
Component Costs
Cost information for each equipment family, grouped by the
parent equipment record. This report includes the labor hours,
labor cost, material cost, and total cost for each equipment and
component as well as grand totals for each parent equipment
record.
Spare Codes Master
List
Spare parts information, grouped by spare-parts code. This
report includes the description, quantity, and site for each
item.
Equipment Spare
Parts List
Spare parts information, grouped by equipment. This report
includes the spare-parts code description, item number, item
description, quantity, and site for each spare-parts code.
Nameplates
Nameplate information for each equipment for the selected
equipment type.
When you choose this report, MP2 displays the Select an
Equipment Type dialog box. Select the equipment type for
which to generate the report, and then click OK.
248
17 ! REPORTS, GRAPHS, AND LABELS
Report Name
Description
Equipment Variables
Variable information for each equipment for the selected
equipment type.
When you choose this report, MP2 displays the Select an
Equipment Type dialog box. Select the equipment type for
which to generate the report, and then click OK.
Work Order Cost
Summary
Cost information for equipment on all open and closed work
orders, grouped by work order type. This report includes the
number of work orders, employee labor hours, material cost,
employee labor cost, vendor cost, and total cost for each
equipment as well as grand totals for each of these values.
Service Contracts
Service contract information, grouped by service code. This
report includes the service contract number, vendor ID,
contract expiration date, total payment, last payment date, next
due date, and the total amount paid for each equipment.
Equipment Meters
Basic meter information, including the meter name, average
meter units per day, current meter reading, and unit of
measure for each equipment.
Meter History
Equipment meter reading history, grouped by equipment. This
report includes the date and time entered, meter reading value,
and unit of measure for each meter name.
Maintenance Cost
per Meter Unit
Labor, material, and total costs per meter name and per meter
unit for each equipment.
When you choose this report, MP2 displays the Maintenance
Cost per Meter Unit dialog box. Enter the date range between
which to include records, and then click OK.
Assets
Costs for equipment assets, including the asset number,
replacement cost, original cost, material cost, labor cost,
current value, and annual depreciation for each equipment.
Equipment Types
Equipment types and descriptions.
Departments
Departments and descriptions.
Cost Centers
Cost centers and descriptions.
General Ledgers
General ledger numbers and descriptions.
Activity on
Equipment
Requiring Special
Handling
History of all work orders created for equipment requiring
special handling.
17 ! REPORTS, GRAPHS, AND LABELS
249
Report Name
Description
Failure Summary
Basic equipment failure information, grouped by equipment
type. This report includes the RFO code, solution, and the
number of failures for each equipment.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Mean Time between
Failure
Grouped by equipment type, this report includes the RFO
code, solution, number of work orders, mean time between
failure (MTBF), mean time to repair (MTTR), days from last
failure, and days to repair for each equipment. MTBF is
calculated from non-task work orders, and MTTR is
calculated from work orders with associated tasks or work
orders with a scheduled start date.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Failure-Solution Cost
Equipment repair cost information, grouped by equipment
type. This report includes the employee labor cost, contractor
labor cost, material cost, and total cost for each equipment.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Solutions
List of solutions for equipment failure, grouped by equipment
type.
Inventory
250
Report Name
Description
Inventory Standard
Basic inventory item information, including the type,
manufacturer, average unit cost, unit of measure, reorder
quantity, reorder method, location, and quantity on hand for
each item.
Vendors
Basic vendor information, including the vendor type
(Supplier, Contractor, or OEM/Mfg) and notes for each
vendor.
Manufacturers
Basic manufacturer information, including the type and notes
for each manufacturer.
Stock Level
Summary
Basic stock information, grouped by site. This report includes
the type, account code, description, quantity on hand, average
unit cost, and total cost for each item.
17 ! REPORTS, GRAPHS, AND LABELS
Report Name
Description
Stock Level
Summary with
Cumulative Total
Stock information and cumulative totals, grouped by site. This
report includes the last received date, quantity on hand, and
total cost for each item.
Stock Level Detail
Detailed stock information, including the type, account code,
average unit cost, site, location, quantity on hand, and total
cost for each item.
Stock Level Min/Max
Min/Max reordering information, including the average unit
cost, site, quantity on hand, minimum stock level, maximum
stock level, quantity on order, reorder point, reorder quantity,
and total cost for each item.
Physical Inventory
Counting Sheets
Worksheet on which to record inventory counts.
In-transit Receiving
Worksheet
Worksheet on which to record the actual quantities received.
Physical Inventory
Adjustment
Quantities adjusted when posting physical inventory counts.
This report lists the old and new quantities for each modified
record.
Item Reserved by
Work Order
Inventory items reserved for work orders, including the site,
work order number, and quantity reserved for each item.
Inventory Type
Inventory types and descriptions.
Item Labels
Labels for inventory items.
Suppliers for Each
Item
Vendor ID, vendor name, unit cost, vendor’s item number,
minimum order quantity, unit of purchase, lead time, and
contract information for each item.
Supplied by Vendors
Grouped by vendor, this report includes the unit cost, quantity
per unit of purchase, minimum order quantity, blanket
purchase order number, vendor’s item number, unit of
purchase, lead time, and contract information for each item.
Item Drawings
Inventory items with attached multimedia files, including the
path, file name, and description of each multimedia file.
Payment Terms
Payment terms and descriptions.
Status
Status information, including the quantity on hand, adjusted
unit cost, quantity reserved, quantity on order, reorder method,
reorder quantity, and value on hand for each item.
Units of Measure and
Purchase
Units and descriptions.
17 ! REPORTS, GRAPHS, AND LABELS
251
Report Name
Description
Stock Movement
Inventory transactions, grouped by item number. This report
includes the site, location, quantity moved, unit cost, reason
for movement, transaction type, date and time of the
transaction, issue to and charge to information, and extended
cost.
Usages
Quantity on hand, unit cost, quantity on order, quantity and
value for the previous year, quantity and value for the current
year-to-date, and value on hand for each item.
Issues and Receipts
Current quantities, including the quantity on hand, quantity
received per unit of purchase, quantity issued, and quantity
adjusted for each item.
N - Usage
Inventory items issued (used) a specified number of times (N)
or less during a certain period of time, including the quantity
on hand, quantity issued, total issue cost, and total value on
hand.
Set up a filter on the Select page of the print dialog box to
specify the number of issues and/or time period. Refer to
“Selecting Records” earlier in this chapter.
Where Used
Equipment and/or locations for which employees used
inventory items and the maximum number of items issued in a
single checkout.
Forecasting
Forecast future inventory usage by viewing the monthly usage
history for a one-year period.
When you choose this report, MP2 displays the Forecasting
dialog box. Enter the starting date for the report, and click OK.
Labor
252
Report Name
Description
Employees
Employee information, including craft, class, shift, hire date,
and raise date for each employee.
Employee Training
Training information, grouped by employee. This report
includes the course description, the purpose of the training, the
hours and/or units earned, the cost, and whether the employee
completed the course.
Employee
Attendance
Attendance history, grouped by employee/attendance code,
including sick, vacation, overtime, and other exceptions to the
normal working hours.
Attendance Codes
Attendance codes and descriptions.
Craft Codes
Craft codes and descriptions.
17 ! REPORTS, GRAPHS, AND LABELS
Report Name
Description
Employee
Productivity
Total estimated hours, total hours worked, and productivity
percentage for each employee.
Craft Productivity
Total estimated hours, total hours worked, and productivity
percentage for each craft.
Purchasing
Report Name
Description
Purchasing Item
Journal
Ordering information, grouped by item. This report includes
the number of inventory items to be ordered (based on the
current stock level and the number of items reserved by work
orders), unit cost, unit of purchase, total cost, and vendor
information for each item.
Blanket PO List
Blanket purchase order information, grouped by vendor. This
report includes the blanket purchase order number,
description, release number, and item information for each
vendor.
Purchasing Item List
Items currently on requisitions or purchase orders, including
the quantity requested, unit cost, unit of purchase, total cost,
purchase order number, release number, requisition number,
and vendor information for each item.
Item Purchasing
History
Purchasing history information, grouped by item, purchase
order number, and release number. This report includes the
purchase order status, item type, requisition number, quantity
requested, and all receiving information.
Requisition Status
List
Status and approval information for each requisition.
Purchase Order
Status
Status information, grouped by purchase order number. This
report includes the quantity requested, quantity received, unit
cost, backorder quantity, and extended cost for each item.
Line Item Status
Audit History
History of changes to item status, including the date/time the
change occurred, user ID of the individual who made the
change, type of change, item number, requisition number,
purchase order number, and item status.
Purchasing
Commitment
Total costs committed on purchasing orders and requisitions
for a certain period of time.
When you choose this report, MP2 displays the Confirm
dialog box asking whether to include approved requisitions in
the calculation. Click Yes to include totals from approved
requisitions along with totals for purchase orders.
17 ! REPORTS, GRAPHS, AND LABELS
253
Report Name
Description
Purchasing History
Cost
Cost information for closed purchase orders, grouped by
purchase order number, release number, and close date. This
report includes the account number, quantity received, and
total cost for each item.
Purchase Order
History
Request and receiving totals for closed purchase orders,
grouped by purchase order number, release number, and close
date. This report includes the quantity requested, total quantity
received, unit cost, total cost of requested quantities, and total
cost of received quantities for each item.
Number of Receipts
Basic receiving information for closed purchase orders,
including the inventory type, date first received, date last
received, total quantity received, number of receipts, average
quantity received per month, and average receipts per month
for each item.
When you choose this report, MP2 displays the Number of
Receipts by Item dialog box. Enter the date range between
which to include records, and then click OK.
Detailed Receipts
Detailed receiving information grouped by purchase order
number and release number. This report includes the date and
time received, Issue To information, transaction type, Charge
To information, quantity received, average unit cost, stock
locations, work order locations, and the user ID of the
individual creating the transaction for each line item.
Receiver Reprint
Reprint of selected receivers.
When you choose this report, MP2 displays the Select
Receiver Numbers dialog box. Specify whether to select
information from open or closed purchase orders, enter the
starting and ending receiver numbers to print, and then click
OK.
254
Receiver Summary
Summary of generated receivers, grouped by receiver number.
This report includes the vendor information, purchase order
number, release number, date received, quantity received,
adjusted unit cost, and total cost for each item.
Return Status
Detailed return information, including the purchase order
number, release number, sequence number, receipt number,
close date, quantity received, quantity returned, date returned,
unit cost, invoice number, transaction date/time, and Return
From information for each line item returned.
17 ! REPORTS, GRAPHS, AND LABELS
Report Name
Description
Return Summary
Summary of return information, grouped by receiver number.
This report includes the purchase order number, release
number, quantity returned, adjusted unit cost, return total cost,
date returned, unit of purchase, and vendor information for
each line item returned.
Return Reprint
Reprint of selected returns.
When you choose this report, MP2 displays the Select
Receiver Numbers dialog box. Specify whether to select
information from open or closed purchase orders, enter the
starting and ending receiver numbers to print, and then click
OK.
Number of Returns
Basic return information for closed purchase orders, including
the inventory type, unit of measure, date of the first return,
date of the last return, quantity returned, number of returns,
average quantity returned per month, and average returns per
month for each item.
When you choose this report, MP2 displays the Number of
Returns dialog box. Enter the date range between which to
include records, and then click OK.
Vendor Performance
Performance information, including the number of orders,
average number of days late, and average number of days
early for each vendor.
When you choose this report, MP2 displays the Select
Purchase Orders dialog box. Select to include open and/or
closed purchase orders in the report, and then click OK.
Details
Detailed item purchasing history summary, including the date
received, quantity received, total cost, vendor information,
account code, account description, and inventory type for each
item.
Account Code
Summary
Total received costs for each account code.
Inventory Type
Summary
Total received costs for each inventory type.
Vendor Summary
Total received cost for each vendor.
Purchase Order
Revisions
Revisions to purchase orders in purchase order format.
17 ! REPORTS, GRAPHS, AND LABELS
255
Scheduling
Report Name
Description
Site Scheduling
Exceptions
Exceptions to the normal site working days.
Employee Schedule
Daily, weekly, or monthly schedule for the employee. This
report includes the craft, shift, and utilization percentage for
the employee and the location and estimated hours for each
equipment.
When you choose this report, MP2 displays the Report Type
dialog box. Select to create a daily, weekly, or monthly report,
and then click OK. MP2 displays the Select Date Range dialog
box. Enter the date range between which to include records,
and then click OK.
Employee Scheduling
Exceptions
Exceptions to the employee’s normal working hours, including
the date, attendance code, reduced hours, and increased hours
for each exception.
Daily Craft Schedule
Daily schedule for a specific date or range of dates. Report up
to three months of daily schedules. This report includes
available craft hours, scheduled craft hours, utilization
percentage, and excess or shortage hours for each craft.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Weekly Craft
Schedule
Weekly schedule for a specific range of dates. This report
includes available craft hours, scheduled craft hours,
utilization percentage, excess or shortage hours, weekly totals,
and grand totals for each craft.
Production Schedule
Downtime information, including the date and time you will
take the equipment down, the date and time you will bring
equipment back up, and the reason for outage.
Statistical Predictive Maintenance
Report Name
Description
Out of Limit
Variables
Grouped by equipment, variables that currently exceed or fall
below the specified limit.
When you choose this report, MP2 displays a message asking
whether to include only information that is out of limits.
Variable Description
256
Variable descriptions, including the measurement,
measurement description, unit, mean, and standard deviation
for each equipment.
17 ! REPORTS, GRAPHS, AND LABELS
Report Name
Description
Variable Readings
Variable readings, grouped by equipment. This report includes
the date, time, numeric and/or text reading, and work order
number for each reading.
Tasks
Report Name
Description
Tasks (Simple List)
Basic task information, grouped by task. This report includes
the location, next due date, last performed date, task duration,
and task frequency for each equipment.
Tasks (Full List)
Detailed task information, including craft information,
equipment/location information, required parts, and task
instructions.
Required Parts
Required parts, including the item number, site, item
description, quantity, and unit of measure for each task.
Instructions
Task instructions, including the date last edited and
instructions for each instruction code.
Instructions (One per
Page)
Task instructions, including the date last edited and
instructions for each instruction code (one per page).
Shadowing
Shadowing information, including the equipment number,
equipment description, shadowed task, and shadowed task
description for each task.
Tasks Requiring
Downtime
Tasks that require equipment to be down when employees
perform the task. This report includes the equipment number,
equipment description, operating status, next due date, and
downtime duration for each task.
Projected Equipment
Downtime
Estimated downtime for equipment on which you perform
maintenance.
When you choose this report, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and the grouping, and then click OK.
Work Requests
Report Name
Description
Tenant
Basic tenant information, including the exact location for
maintenance work and contact information for each tenant.
17 ! REPORTS, GRAPHS, AND LABELS
257
Report Name
Description
Tenant Summary
Cost summary, grouped by tenant. This report includes the
number of requests, labor hours, employee labor cost, contract
labor cost, material cost, and total cost for each requested
service.
When you choose this report, MP2 displays the Tenant
Summary dialog box. Select to include open and/or closed
requests in the report, and then click OK.
Tenant Detail
Cost summary, grouped by tenant. This report includes the
priority, labor hours, employee labor cost, contract labor cost,
material cost, and total cost for each requested service.
When you choose this report, MP2 displays the Tenant Detail
dialog box. Select to include open and/or closed requests in
the report, and then click OK.
Requested Service
Summary
Cost summary, grouped by requested service. This report
includes the priority, number of requests, labor hours,
employee labor cost, contract labor cost, material cost, and
total.
When you choose this report, MP2 displays the Requested
Service Summary dialog box. Select to include open and/or
closed requests in the report, and then click OK.
Call-in Requests
Work orders submitted as call-in requests.
Call-in Request
(Simple List)
Submitted call-in requests, including the requested service,
request date/time, requester (tenant), authorized caller,
location, priority, and status of each work order.
When you choose this report, MP2 displays the Call-in
Request (Simple List) dialog box. Select to include open
and/or closed requests in the report, and then click OK.
Completed Call-in
Requests
Work orders submitted as call-in requests and closed to
history.
Call-in Request
Average Response
Time
Average response time, grouped by tenant/requested service.
This report includes the priority, response time in hours, and
number of calls for each tenant/requested service.
Response Time (Hours) = Scheduled Start Date/Time Request Date/Time
No. of Calls = number of calls per tenant and requested
service
These calculations are based on closed work orders.
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Report Name
Description
Call-in Request Time
Detail
Response and process times, grouped by tenant. This report
includes the requested service, description, response time,
process time, and total time for each closed request.
Call-in Request
Invoice
Invoice for each call-in request, including the starting
date/time, completion date/time, comments, labor information,
and parts information for each request.
Call-in Request
Labor
Craft and labor information for each call-in request, including
costs.
When you choose this report, MP2 displays the Call-in
Request Labor dialog box. Select to include open and/or
closed requests in the report, and then click OK.
Call-in Request Parts
Parts information, grouped by tenant. This report includes the
requested service, item number, item description, quantity,
average unit cost, and total cost for each request.
When you choose this report, MP2 displays the Call-in
Request Parts dialog box. Select to include open and/or closed
requests in the report, and then click OK.
Call-in Request
Comments
Comments for each call-in request.
Call-in Requests
Craft Summary
Summary of call-in request information, grouped by craft.
This report includes the number of requests, labor hours, and
labor cost for each requested service.
When you choose this report, MP2 displays the Call-in
Request Comments dialog box. Select to include open and/or
closed requests in the report, and then click OK.
When you choose this report, MP2 displays the Craft
Summary for Call-in Requests dialog box. Select to include
open and/or closed requests in the report, and then click OK.
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Report Name
Description
Call-in Requests
Location Summary
Choose one of these reports from Work Requests | Call-in
Request Location Summary.
!
Group by Location
!
Group by Sub-location 1
!
Group by Sub-location 2
!
Group by Sub-location 3
Cost summary, grouped by location, sub-location 1, sublocation 2, or sub-location 3. This report includes the number
of requests, labor hours, employee labor cost, contract labor
cost, material cost, and total cost for each requested service.
When you choose this report, MP2 displays the Location
Summary for Call-in Requests dialog box. Select to include
open and/or closed requests in the report, and then click OK.
Call-in Request
Location Detail
Choose one of these reports from Work Requests | Call-in
Request Location Detail.
!
Group by Location
!
Group by Sub-location 1
!
Group by Sub-location 2
!
Group by Sub-location 3
Cost summary, grouped by location, sub-location 1, sublocation 2, or sub-location 3. This report includes the priority,
labor hours, employee labor cost, contract labor cost, material
cost, and total cost for each requested service.
When you choose this report, MP2 displays the Location
Detail for Call-in Requests dialog box. Select to include open
and/or closed requests in the report, and then click OK.
On-site Requests
260
Basic on-site request information, grouped by request
number/request date. This report includes the approve
date/time, individual requesting the work, individual assigned
to the work, starting date, task description, equipment number,
equipment description, location, and comments.
17 ! REPORTS, GRAPHS, AND LABELS
Work Orders
Report Name
Description
Work Order
Summary Simple
Basic work order information, including the task number, task
description, work order type, status, scheduled start date,
scheduled finish date, priority, equipment number, craft, and
estimated labor hours for each work order (open or closed).
Tip: To create a report for all current work orders, enter
selection criteria of ‘Status is not equal to Closed.’
Work Order
Summary
Comprehensive
Detailed information for current work orders, including the
task number, scheduling information, equipment information,
labor information, parts, and comments for each work order.
When you choose this report, MP2 displays a message asking
whether to refresh work priority of all work orders before
printing. Click Yes for MP2 to recalculate the Work Priority
of each work order based on today’s date. MP2 displays the
Work Order Comprehensive Selection dialog box. Select
options for the report, and then click OK.
Work Order
Summary
Comprehensive with
Cost
Detailed information for current work orders, including the
task number, scheduling information, cost information,
equipment information, labor information, parts, and
comments for each work order.
When you choose this report, MP2 displays a message asking
whether to refresh work priority of all work orders before
printing. Click Yes for MP2 to recalculate the Work Priority
of each work order based on today’s date. MP2 displays the
Work Order Comprehensive Selection dialog box. Select
options for the report, and then click OK.
Craft
Grouped by craft, the number of requests, total labor hours,
and labor cost for each task.
Pick Lists
List of inventory items required for work orders.
To print a pick list, first select Pick List on the work order
record. When you create this report, MP2 includes all work
orders for which you have selected Pick List.
History
Comprehensive
Detailed information for closed work orders, including the
task number, scheduling information, equipment information,
labor information, parts, and comments for each work order.
MP2 displays the Work Order Comprehensive Selection
dialog box. Select options for the report, and then click OK.
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261
Report Name
Description
History
Comprehensive with
Cost
Detailed information for closed work orders, including the
task number, scheduling information, cost information,
equipment information, labor information, parts, and
comments for each work order.
MP2 displays the Work Order Comprehensive Selection
dialog box. Select options for the report, and then click OK.
Work Order Weekly
Summary
Number of closed work orders for each week of the specified
month and year for each work order type.
MP2 displays the Select Month and Year dialog box. Select a
month and year for the report, and then click OK.
Mean Time between
Work Orders
Failure information, grouped by equipment and work order
type. This report includes the number of work orders, mean
time between failure, mean time to repair, failure date, days
from last failure, repair date, and days to repair.
Inventory Usage
Quantities and costs of inventory items used for maintenance
work for 6 months, beginning with the specified month.
When you choose this report, MP2 displays the Work Order
Inventory Usage dialog box. Specify the starting date, select a
group by which to sort the report, and then click OK.
Work Order
Response Time with
Equipment
Response times for all closed work orders, including close
date, task information, response time (days, hours, minutes),
and equipment information for each work order.
Work Order
Response Time with
Comments
Response times for all closed work orders, including close
date, task information, response time (days, hours, minutes),
equipment information, and comments for each work order.
Work Orders
Performed by
Warranty
Work orders that were completed under warranty. This report
includes the equipment number, work order number,
comments, labor information, required parts, labor costs, and
material costs.
Work Order Backlog
Summary of labor and equipment information for overdue
tasks and work orders. This report includes the estimated
hours, crew size, hours worked, hours remaining, starting date,
equipment, and location for each task.
MP2 considers work orders overdue if they are open and have
a Scheduled Finish Date previous to the specified date. MP2
considers tasks overdue if you have not generated them by the
specified date.
When you choose this report, MP2 displays the Backlog Date
dialog box. Specify the date to consider as backlogged, and
then click OK.
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Report Name
Description
Craft Backlog
Compares the estimated number of crew hours with the actual
number of hours already logged for each task/work order.
When you choose this report, MP2 displays the Backlog Date
dialog box. Specify the date to consider as backlogged, and
then click OK.
Aging Report
Number of work orders per work order type that are 1-10, 1130, 31-60, 61-90, or over 90 days overdue.
Statistics
Statistical backlog information, including the number of work
orders (1) backlogged at the specified starting date, (2)
scheduled to begin within the date range, (3) backlogged at the
specified starting date but completed within the date range,
and (4) scheduled to begin within the date range and
completed within the date range.
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Slack Time
Number of hours for a specified time period that each
employee did not work.
Slack Hours = Total Available Hours – Total Hours Worked
Total Available Hours = Total Scheduled Hours (Normal Working
Hours – days the facility is closed) + Increased hours – Reduced
hours
Total Hours Worked = Regular Hours + Overtime Hours
When you choose this report, MP2 displays the Select Date
Range dialog box. Enter the date range between which to
include records, and then click OK.
Projection
Projected estimates for work orders, grouped by week, month,
or summarized (no grouping by time span).
When you choose this report, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and the grouping, and then click OK.
Work Order Types
Work order types and descriptions.
Expense Classes
Expense classes and descriptions.
Projects
Project information including project tasks, starting and
ending dates, work order type, site, and task name.
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263
Report Name
Description
Invoices
Invoice for current and closed call-in requests and closed work
orders, including the starting date/time, completion date/time,
comments, labor information, and parts information for each
request.
Work Order OnTime Delivery by
Craft (Summary)
Summary of on-time work order statistics by craft, including
craft, number of scheduled work orders, number of work
orders delivered on time, percentage of work orders delivered
on time.
Work Order OnTime Delivery by
Craft (Details)
Detailed report of on-time work order statistics by craft,
including craft, work order number, site, task description,
scheduled start date, scheduled finish date, completion date,
and status.
Work Order OnTime Delivery by
Craft (Complete)
Complete report of on-time work order statistics by craft.
Work Order OnTime Delivery by
Employee (Summary)
Summary of on-time work order statistics by employee,
including employee, number of scheduled work orders,
number of work orders delivered on time, and percentage of
work orders delivered on time.
Work Order OnTime Delivery by
Employee (Details)
Detailed report of on-time work order statistics by employee,
including employee, work order number, site, task description,
scheduled start and finish dates, completion date, and status.
Work Order OnTime Delivery by
Employee (Complete)
Complete report of on-time work order statistics by employee.
Graphs
This section contains procedures specific to graphs, including selecting the graph type,
specifying certain options, customizing titles, and previewing graphs. Additionally, this
section includes a list of all graphs in MP2 with descriptions of each.
Selecting the Graph Type
Select the type of graph to print.
Follow these steps when selecting the graph type.
264
1
Choose Graphs from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2
Click the Gallery tab. MP2 displays the Gallery page.
17 ! REPORTS, GRAPHS, AND LABELS
3
Select the type of graph to print, and then select whether to print the graph in 2D or
in 3D.
Specifying Graph Options and Titles
Specify options for displaying graphs, and specify titles to print on the graph.
Follow these steps when specifying graph options and titles.
Tip:
1
Choose Graph from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2
Click the Options/Titles tab. MP2 displays the Options/Titles page.
3
Display—Select one or more of these options.
4
Top, Left, Right, and Bottom—Enter the text to print in each of the areas.
To change the font of each title, click Font.
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265
Previewing Graphs
View graphs in their final form on the screen before printing them. Print Preview applies
the specified characteristics to the graph.
Follow these steps when previewing graphs.
1
Choose Graphs from the menu bar, select the graph to print, enter the criteria for the
graph (if prompted), and then click OK. MP2 displays a print dialog box.
2
Click Print Preview. MP2 displays the Print Preview form. Refer to these
descriptions when navigating through Print Preview.
change color
copy graph
print
graph
2D/3D
cut
Click
show/hide
legend
rotate
change text fonts
horizontal grid
magnify
z-clustered series
change graph type
3
show/hide series legend
edit titles
vertical grid
tools
. MP2 returns to the print dialog box.
Graph List
Analyze maintenance information with MP2 graphs. Print graphs, view them on screen,
export them to file, or e-mail them. This section lists and describes every MP2 graph,
categorized by graph type.
Scheduling
Graph Name
Description
Craft Utilization
Average utilization percentage for each craft during a
specified date range.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify the date range for the graph.
Employee Utilization
Average utilization percentage for each employee during a
specified date range.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify the date range for the graph.
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Statistical Predictive Maintenance
Graph Name
Description
Numeric Information
Readings taken from equipment and any additional analysis
information that has been established.
When you choose this graph, MP2 displays the Select a
Measurement to Graph dialog box. Select a measurement
from the displayed list and specify a date range for which to
graph data.
Text Information
Occurrences of text values for the equipment. For instance,
if you are using low, medium, and high for data values, this
graph displays the number of occurrences found of low,
medium, or high values.
When you choose this graph, MP2 displays the Select a
Measurement to Graph dialog box. Select a measurement
from the displayed list and specify a date range for which to
graph data.
Work Requests
Graph Name
Description
Total Cost
Total costs of works requests. Select to group this graph by
tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
Material Cost
Material costs (cost of inventory parts) of work requests.
Select to group this graph by tenant, location, sub-location
1, sub-location 2, sub-location 3, requested service, month
completed, priority, or completion date.
Labor Cost
Labor costs of work requests. Select to group this graph by
tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
Labor Hours
Labor hours used in work requests. Select to group this
graph by tenant, location, sub-location 1, sub-location 2,
sub-location 3, requested service, month completed,
priority, or completion date.
Number of Call-in
Requests
Number of call-in requests. Select to group this graph by
tenant, location, sub-location 1, sub-location 2, sub-location
3, requested service, month completed, priority, or
completion date.
17 ! REPORTS, GRAPHS, AND LABELS
267
Graph Name
Description
Response Time
Response times of work requests. MP2 calculates response
time by subtracting the time an employee receives the
request from the time it is first entered into MP2. Select to
group this graph by tenant, location, sub-location 1, sublocation 2, sub-location 3, requested service, month
completed, priority, or completion date.
Work Orders
Graph Name
Description
Projection
Projected number of craft labor hours required to complete
work orders, grouped by week and month or summarized
(no grouping by time span).
When you choose this graph, MP2 displays the Work Order
Projection dialog box. Specify the date range for the report,
whether to include open work orders, the value to report on,
and whether to group by Week, Month, or Summary.
Craft Backlog
Compares the estimated number of craft labor hours
required to complete overdue tasks or work orders to the
actual number of hours already logged for these tasks and
work orders.
When you choose this graph, MP2 displays the Backlog
Date dialog box. Specify the date to consider as
backlogged.
Work Order Analysis and Inventory Analysis
268
Graph Name
Description
Work Order Analysis
Analysis of work order information, according to four
analysis measures: Pareto, Time Series, Categorical, and
Histogram. Refer to “Work Order Analysis and Inventory
Analysis Graphs” later in this chapter.
Inventory Analysis
Analysis of inventory information, according to four
analysis measures: Pareto, Time Series, Categorical, and
Histogram. Refer to “Work Order Analysis and Inventory
Analysis Graphs” later in this chapter.
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Equipment
Graph Name
Description
Failure Summary
Number of failures by Equipment No., Equipment Type, or
Reason for Outage.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify a date range for which to graph
data.
Mean Time between
Failure
The mean (average time) between equipment failures, which
is calculated from non-task work orders, and the mean time
to repair, which is calculated from work orders with
associated tasks or work orders with a scheduled start date.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify a date range for which to graph
data.
Failure Cost
Total cost of failure by Equipment No., Equipment Type, or
Reason for Outage.
When you choose this graph, MP2 displays the Select Date
Range dialog box. Specify a date range for which to graph
data.
Labels
This section contains procedures specific to labels, including modifying layouts, selecting
formats, and customizing dimensions.
Modifying Label Layouts
Modify the layout of labels, including adding or deleting fields and adding text.
Follow these steps when modifying label layouts.
1
Choose one of these options from the menu bar.
!
Activities | Inventory | Item Labels
!
Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2
Click the Layout tab. MP2 displays the Layout page.
17 ! REPORTS, GRAPHS, AND LABELS
269
MP2 displays the default label layout in Prototype Label.
3
Modify the layout. Refer to this table when modifying the label layout.
Function
Procedure
Add fields
Place the cursor, under Prototype Label, in the
location in which to add the field. Select the field from
Available Fields, and then click .
Add text
Place the cursor, under Prototype Label, in the
location in which to add text, and then enter the text
directly in the box.
Delete fields or text
Select the field/text in Prototype Label, and then press
DELETE.
To change the font of the label, click Change Font.
Tip:
Selecting Label Formats
Select from several pre-defined label formats.
Follow these steps when selecting label formats.
1
Choose one of these options from the menu bar.
!
Activities | Inventory | Item Labels
!
Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2
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Click the Format tab. MP2 displays the Format page.
17 ! REPORTS, GRAPHS, AND LABELS
3
Product No.—Select the label format.
4
Unit of Measure—Select the appropriate unit of measure.
5
Print Type—Select to print a single sheet of labels or continuous labels, depending
on your labels and printer.
6
Number or Duplicates—Enter the number of similar labels to print on one page.
Customizing Label Dimensions
Manually specify label dimensions if MP2 does not list the needed label format.
Follow these steps when customizing label dimensions.
1
Choose one of these options from the menu bar.
!
Activities | Inventory | Item Labels
!
Activities | Purchasing | Print Receiver Item Labels
MP2 displays a print dialog box.
2
Click the Custom tab. MP2 displays the Custom page.
17 ! REPORTS, GRAPHS, AND LABELS
271
3
Page Margins—Enter the top and left margins for the page of labels.
4
Label Margins—Enter the top and left margins for the individual labels.
5
Label Dimensions—Enter the height and width of the individual labels.
6
Spacing—Enter the horizontal and vertical spacing between the individual labels.
7
Number—Enter the number of labels per row (Across) and per column (Down).
Work Order Analysis and Inventory Analysis Graphs
Create and print reports and graphs that analyze your work order and inventory
information according to four common analysis measures: Pareto, Time Series,
Histogram, and Categorical.
Analysis Types
These examples demonstrate how to analyze information with Pareto, Time Series,
Categorical, and Histogram reports and graphs.
!
Pareto reports and graphs might show that you completed 80% of all work orders for
only 20% of defined RFO categories.
!
Time series reports and graphs might show the number of labor hours that each craft
worked each month for the year.
!
Categorical reports and graphs might show the total cost of maintenance by
equipment type.
!
Histogram reports and graphs might show the number of work orders created within
10 total labor cost ranges.
Pareto
Pareto graphs display the percentage of data values that data groups extend or use. The
graph begins with the most significant data group and ends with the least significant data
group, showing which data groups influence the expenditure of a resource (such as hours,
cost, or number of work orders) the most. The larger the slope of the graph, the more
significant the data group. In most instances, a small number of groups use most of the
resources.
To analyze a pareto graph, locate the point where the graph line intersects the 80% mark
on the y-axis, and then extend a line down vertically from that point to the x-axis. The
data groups on and to the left of the vertical line use 80% of the resource. Pay most
attention to these groups to control the use of the resource. The leftmost group expends
the most resources and the rightmost expends the least.
In the sample pareto graph below, the x-axis meeting the 80% mark of the y-axis indicates
that the site expends the most material cost for the AIRCOMP and CHILL equipment
types.
Tip:
272
Double-click on a graph point to display the exact y-axis value for the point.
17 ! REPORTS, GRAPHS, AND LABELS
Time Series
Time series reports and graphs display one or more values over a time period. In a time
series graph, the x-axis depicts time and the y-axis depicts a numeric value for a data
group.
In the sample time series graph below, the graph shows the number of labor hours that
each craft worked in the selected months.
Tip:
Double-click on a graph point to display the exact y-axis value for the point.
17 ! REPORTS, GRAPHS, AND LABELS
273
Categorical
Categorical reports and graphs show total values per group for a given time period. In a
categorical graph, one axis shows the data group names and the other axis shows numeric
values for those groups.
The sample categorical graph below displays the total cost of maintenance by equipment
type.
Tip:
Double-click on a row to display the exact x-axis value for the row.
Histogram
Histograms display the number of occurrences per 1/10th of a data range. MP2 divides
the total value of a specified data group for a specified time period into tenths and
calculates the number of work orders that fit into each tenth.
MP2 arranges the numeric values on the x-axis, indicating each incremented tenth of the
value. For example, a histogram showing standard hours for the previous month displays
standard hours along the x-axis. MP2 arranges the number of work orders fitting into each
tenth on the y-axis.
The sample histogram below displays a range of the minimum and maximum values for
equipment downtime. Each point on the x-axis represents a range of the equipment
downtime. For example, the high end of the first range is 5.70 and the high end of the
second range is 6.40. MP2 displays, on the y-axis, the number of pieces of equipment for
which the downtime falls into each range. For example, the graph below indicates that 2
pieces of equipment have been down between 5.70 and 6.40 times.
Tip:
274
Double-click on a column to display the exact y-axis value for the column.
17 ! REPORTS, GRAPHS, AND LABELS
Creating Inventory Analysis and Work Order Analysis Graphs
Analyze inventory and work order data with inventory analysis and work order analysis
reports and graphs.
Follow these steps when creating inventory analysis and work order analysis graphs.
1
Choose one of these options.
!
Analyze inventory—Choose Graphs | Inventory Analysis from the menu bar.
!
Analyze work orders—Choose Graphs | Work Order Analysis from the menu
bar.
MP2 displays either the Inventory Analysis or the Work Order Analysis dialog box.
17 ! REPORTS, GRAPHS, AND LABELS
275
2
Analysis Method—Select to create a Categorical, Histogram, Pareto, or Time
Series analysis.
MP2 alters the options in the dialog box, according to the selection. If you select
Categorical or Time Series, then specify to include statistical information in the
analysis under Include These Statistics. If you select Time Series, choose to group
the analysis by Day, Week, Month, or Year.
Tip:
3
Value to Calculate—Select the value by which to calculate the analysis.
4
Group By—Select the value by which to group the analysis.
5
Starting Date and Ending Date—Enter the dates between which to include records
for the analysis.
6
Click Select Sites or Select Warehouses. MP2 displays the Select Sites or Select
Warehouses dialog box.
7
Select the site(s) or warehouse(s) for which to create an analysis, and then click OK.
8
Display As—Select to display the analysis as a Graph or as a Report.
9
Click OK. MP2 generates the report or graph.
To save the analysis criteria for later use, enter a name for the current analysis in
Report/Graph Name, and then click Save. MP2 saves the criteria.
To save a modified analysis by another name, click Save As.
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APPENDIX A:
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
% of Budget
Budget
Percentage over or under budget, calculated with this
formula.
Actual / Budgeted X 100%
A percentage < 100 indicates that you are within your
budget. A percentage > 100 indicates that you have overrun
the budget.
% of Total
Inventory Value
ABC Analysis
Percentage cut-off point for “A,” “B,” and “C” items. MP2
defaults to 75% for “A” items, 20% for “B” items, and 5%
for “C” items.
You may adjust the slider to represent the “A,” “B,” and
“C” percentage cut-off points.
2D
graph print
Select to print/display the graph as 2 dimensional.
3D
graph print
Select to print/display the graph as 3 dimensional.
ABC Class
Inventory
Specifies how ABC Analysis classified this item. Change
the classification for reporting purposes, if necessary.
Account Code
Many
Account code assigned to the item or the account code to
charge for a check-out, return, or stock adjustment.
For Account Codes, a site’s accounting department typically
pre-defines the account codes and tracks purchasing costs
with them.
Account No.
Many
Account number for the requisition. MP2 stores account
numbers for your reference.
Accumulated Sick
Hours
Employees
Number of unused sick hours. MP2 subtracts, from this
total, all SICK entries on the Timekeeping form.
279
Field
Form/Dialog Box
Definition
Accumulated
Vacation Hours
Employees
Number of unused vacation hours. MP2 subtracts, from this
total, all VAC entries on the Timekeeping form.
Acknowledgment
Required
Purchase Order
Revisions
Indicates that you require acknowledgment from the
iProcure vendor for each electronic transmission. MP2
receives a Functional Acknowledgment (ANSI X.12
transaction set 997) during each communication session to
use when tracking electronic purchase orders.
Purchase Orders
Purchasing History
Across
label print
The number of labels MP2 prints across each sheet of labels
(columns).
Active
Projects
Indicates whether you are currently working on this project.
Actual
Budget
Actual labor and material costs for the month. Click Update
Actual Cost to update the costs from closed work orders.
Actual Duration
(days)
Equipment
Number of days the work order had a status of Open;
typically the number of days employees worked on the work
order.
Actual/ Estimated
(%)
Costs for WO No.
Percentage of the Estimated Cost that the work order
actually cost.
Actual Labor Hours
Productivity for
WO
Actual number of hours employees worked on the work
order.
Address
Many
Post office address of the site, vendor, manufacturer,
employee, or tenant, as applicable.
Add to Current
Meter Reading
Update Meter
Reading
Enter the value that you want to add to the Current Meter
Reading to accurately display the actual meter reading.
Adjusted Unit Cost
Many
Unit cost applied to the purchase, including shipping, tax, or
miscellaneous charges.
All
Page Setup
Select to print all pages of the report, graph, or labels.
Allocated Hours
Labor Pool
All craft hours currently required by due and open work
orders.
Amount Limit
Vendors
Dollar amount that line items on the blanket purchase order
cannot exceed.
Amount Paid
Purchase Order
Revisions
Total payment made to the vendor to date.
Work Order
History
Address 1
Address 2
Address 3
Purchase Orders
Purchasing History
280
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Amount Received
Purchase Order
Revisions
Total cost of all received line items for this purchase order.
Purchase Orders
Purchasing History
And
Many
Enter the second value by which to filter the form, report, or
generation. MP2 activates this option if you select is
between or is not between from Operator.
And (radio button)
Filter
After clicking Next to add more conditions to the filter or
selection criteria, select And to specify that both conditions
must be met.
graph print
label print
Annual
Depreciation
report print
For example, if Site is equal to ATLANTA and
Priority is equal to 3, MP2 includes only records with
Atlanta as the site and 3 as the priority.
Asset Value
MP2 calculates annual depreciation as follows.
Annual Depreciation = Original Cost / (Life (mos.) / 12)
Enter the original cost and life on the Financial Data page of
the Equipment form.
Application
New Button
Select to create a button for a separate software application.
Approval Date
Purchasing History
Date the purchase order was approved.
Approval Status
Item Status
The current approval status for the requisition.
Requisitions
Not Approved—You have not yet approved the requisition.
Pre-approved 1, 2, or 3—You have pre-approved the
requisition for ordering. Three employees may pre-approve
the requisition, if necessary.
Approved—You have approved the requisition for
ordering. You may generate purchase orders for approved
requisitions.
For Requisitions, you may change this field if you have
sufficient purchasing security rights.
Approve Date
On-site Request
History
Date the on-site request was approved and released as a
work order. If you delete an on-site request record from the
On-site Requests form before approving it, MP2 saves it in
On-site Request History with an approve date of 01/02/00.
Approved By
Item Status
For Requisitions-Approval, the employee code of the
employee who changed the requisition status to Approved.
Purchasing History
Requisitions
Approve Time
FIELD DEFINITIONS
On-site Request
History
For Purchasing History-Requisition Information, the
approval information which MP2 obtained from the original
requisition. MP2 displays this information for reference,
tracking, and reporting purposes.
Time the on-site request was approved and released as a
work order.
281
Field
Form/Dialog Box
Definition
Ascending
Generate Work
Orders
Select to sort in alphabetical or numerical order, A
preceding B, 1 preceding 2, etc.
graph print
label print
report print
Asset No.
Assets
Unique alphanumeric code identifying the asset.
Asset Locations
For Asset Locations, each asset at the selected location.
Asset Physical
Counting
For Equipment, the asset number assigned to the equipment.
Equipment may or may not have asset numbers.
Equipment
Assigned
Work Order
Scheduling
Indicates whether the work order has been assigned to an
individual.
Assigned By
Many
Employee assigning the work.
Assigned To
Many
Employee responsible for the work.
Attach to WO
Equipment
If selected and you choose to attach multimedia files to
work orders, MP2 prints the multimedia file with all work
orders associated with this equipment or task.
Tasks
Attendance Code
Attendance Codes
Employee and Site
Scheduling
Unique code identifying an attendance exception, such as
SICK, VAC, LATE, OT, etc.
Timekeeping
Attendance Type
Attendance Codes
Used for translation purposes. Read-only in English version
of MP2.
Authorized Caller
Call-in Requests
Person authorized to call for service. This information is
important if you bill the tenant for parts and labor.
Tenants
Automatically
Select POs for
Printing
Generate Purchase
Orders
Select to automatically select all generated purchase orders
for printing.
Available
Equipment
Equipment
List of all equipment in the Equipment table. You may
select a component of the equipment from this list, and then
click Link Components to designate it as a component of the
current equipment.
Available Fields
label print
List of all fields that you may include on the label.
Select this option if you want to print the purchase orders
after generating them. After generation, select Print POs
from the options menu of the Purchase Orders form to print
all purchase orders selected for printing.
Place the cursor in Prototype Label where you want to add
a field, select the field to add from Available Fields, and
to include the field on the label.
then click
282
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Available Hours
Labor Pool
Hours available for all employees in this craft.
Average
graph print
For Time Series or Categorical, select to display a line
showing the average value for the data groups.
Average Adjusted
Unit Cost
Inventory
Current average cost of the item (including tax and
miscellaneous charges), which MP2 calculates from the cost
of the item for each transaction.
Average Demand/
Year
EOQ Analysis
The average number of this item used in a year. MP2
calculates average annual usage of this item as follows.
Average Duration
Recalculate Task
Durations
Number of days that MP2 calculates as the average number
of days to complete the task, based on information in Work
Order History.
Average Labor
Hours
Recalculate Labor
Hours
Number of hours that MP2 calculates as the average number
of hours to complete the task, based on information in Work
Order History.
Average Reading
Statistical
Predictive
Maintenance
The average of all readings for the Date. This field is
helpful if you take multiple readings of the equipment meter
in a day.
Average Unit Cost
Many
Average unit cost of the item.
Avg. Meter
Units/Day
Equipment
Projected average meter units used per day. MP2 uses this
value to project due dates for meter-based tasks.
Background
Options
Select, from the list, the color desired for the background of
required or read-only fields.
Balance Account
Code
Inventory
The account code for items while they are in inventory.
Balance Quantity to
Assign
Check Out Items to
Locations and
Return Items from
Locations
The quantity of the item to assign to sites/locations when
the quantity required is greater than the quantity at a single
inventory location.
Batch Approve
On-site Requests
Select to release a work order for this request the next time
you select Activities | Work Requests | Approve
Selected On-site Requests from the menu bar.
Belong To
Failure Analysis
The reason for outage to which the sub-reason or solution
belongs. If Solution = Y, then Reason for Outage is a
solution; otherwise, it is a sub-reason.
Billable
Call-in Requests
Equipment
Projects
Work Orders
Work Order
History
Indicates whether you bill an outside source for this work.
FIELD DEFINITIONS
Adjust Stock
283
Field
Form/Dialog Box
Definition
Blanket PO
Many
Unique code identifying the blanket purchase order number.
Bottom (Titles)
graph print
Title on the bottom margin of the graph.
Budget Class
Budget
Select a budget class to analyze.
Budgeted
Budget
Monthly amount allocated for labor and material costs.
Buyer
Purchase Order
Revisions
Employee code of the individual responsible for the
purchase order.
Blanket PO No.
Purchase Orders
By Craft
Work Order
Scheduling
Select to filter the Work Order Scheduling form and
calendar by craft. Select a filter from the adjacent dropdown list to display work orders by a specific craft.
By Employee
Work Order
Scheduling
Select to filter the Work Order Scheduling form and
calendar by employee. Select a filter from the adjacent
drop-down list to display work orders by a specific
employee.
Catalog No.
Many
Number of the catalog from which to order the line item.
Categorical
graph print
Select for the graph or report to display total values per
group for a given time period.
cc:Mail/Lotus Notes
Mail Login
Select if cc:Mail or Lotus Notes is your mail system.
Centimeters
Page Setup
Select to specify the margins in centimeters.
Certification
Employees
Type of certification the training provided.
Certification
Expiration Date
Employees
Expiration date of the certification.
CEUs
Employees
Number of Continuing Education Units earned.
Charge/Credit to
Quick Check-out/
Return
Indicates that MP2 charged the transaction to a work order,
equipment, cost center, employee, or location.
Charge/Credit to
No.
Quick Check-out/
Return
Code identifying the work order, equipment, cost center,
employee, or location to which the transaction is charged or
credited.
Charge To
Check Out Items
Indicates that the transaction is charged to a work order, an
equipment, employee, cost center, location, or stock.
Inventory
Purchase Orders
Purchasing History
Requisition
Charged-to ID
284
Inventory
Code identifying the work order, equipment, cost center,
employee, location, or stock item to which to charge the
item.
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Check out evenly to
each equipment/
location
Work Orders
Select to divide the quantities and costs of parts equally
across all equipment listed on the work order.
Check-out Quantity
Check Out Items
Quantity of the item to check out.
Check Out/Return
Quick Checkout/Return
Indicates whether the transaction is a check-out or a return.
City
Many
City where the site, vendor, or manufacturer is located, or
where the employee or tenant lives.
Class
Many
User-defined field.
Work Order
History
For Budget, the class for which to define a budget.
Class A %
ABC Analysis
Percentage cut-off point for each classification level.
Many
Date that the work order or purchase order was closed.
Class B %
Class C %
Close Date
For Check Out Items, MP2 only displays this field when
you select Work Order from Charge To and enter a WO
No. The Close Date is the date you closed the work order.
For Return Items, MP2 displays this field when you select
Work Order from Credit To and enter a WO No. The
Close Date is the date you closed the work order.
Closed Purchase
Orders
Print Receiver Item
label print
Select to print receiver labels for closed purchase orders
only.
Color
Font
Select the color to display/print the text.
Color Buttons
Toolbar
Select to display the Toolbar with color buttons.
Comments
Many
Additional relevant information for the record.
For Work Order Comprehensive Selection, select to include
comments on the report.
Completed
Employees
Select whether the employee completed the training.
Completion Date
Many
Date on which the work order is actually completed.
Completion Time
Many
Time at which the work order is actually completed.
Components Tree
Equipment
Hierarchical view of the equipment and its components.
You may select a component from the Available Equipment
list, and then click Link Components to designate it as a
component of the current equipment.
FIELD DEFINITIONS
285
Field
Form/Dialog Box
Definition
Confirmation
Purchase Order
Revisions
Select whether the electronic transmission is Confirmed,
Rejected, or Pending.
Purchase Orders
Purchasing History
Connection ID
Active Users
Number assigned to each user’s network session.
Consecutive Points
Statistical
Predictive
Maintenance
Number of consecutive readings MP2 uses to determine an
out-of-control trend toward equipment failure.
Continuous
label print
Select to print the labels as a continuous sheet.
Contract Labor
Cost
Costs for WO No.
Cost to-date of contract labor used for this work order.
Contract No.
Many
Vendor’s service contract number, if one exists, that refers
to the order and delivery of the line item from the vendor.
Contractor Labor
Work Order
Comprehensive
Selection
Select to include contract labor in the report.
Contract Page No.
Many
Page of the contract that refers to the order and delivery of
the line item.
Contract Part No.
Many
Part of the contract that refers to the order and delivery of
the line item.
Contract Type
Vendors
User-defined. The type of blanket purchase order contract.
Control No.
Purchase Order
Revisions
User-defined field.
Purchase Orders
Purchasing History
Copies
Page Setup
Number of copies to print.
Cost
Employees
Cost of the training.
Cost Center
Many
Unique code identifying each cost center at your site to
which maintenance and repair costs are charged.
For Check Out Items, Return Items, and Quick Checkout/Return, the cost center associated with the equipment
number if the transaction is charged or credited to a work
order or equipment. For transactions charged or credited to
an employee, the cost center that the employee designates.
Country
Many
Country where the site, vendor, or manufacturer is located,
or where the tenant lives.
Craft
Many
Unique code identifying the trade category of the employee,
such as MECH (mechanic) or ELEC (electrician).
286
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Craft Graph
Work Order
Projection
Select to display/print the projection information in graph
format, grouped by craft.
Created By
Item Status
Requisitions
User ID and security group of the employee who created the
requisition. MP2 enters this information when you create
the record.
Created By Role
Requisitions
Security role by which requisition was created.
Credit To
Return Items
Indicates that the transaction is credited to a work order,
equipment, cost center, employee, or location.
Crew
Employees
User-defined field. You may use it for the crew name, size,
or type.
One Week Labor
Schedule
Crew Size
Tasks
Work Orders
Number of individuals in the craft assigned to the task
or work order.
Work Order
History
Currency
Many
Code identifying the currency that the vendor uses or with
which the purchase order is calculated.
Currency Symbol
Exchange Rates
Symbol representing the currency.
Current Duration
Recalculate Task
Durations
Number of days required to complete the task. MP2
displays the value currently in Task Duration on the
Scheduling by Date sub-page. You may update Task
Duration with information from work order history.
Current Labor
Hours
Recalculate Labor
Hours
Estimated number of hours required for employees to
complete the task. MP2 displays the value currently in
Estimated Labor Hours on the Details page of the Tasks
form. You may update Estimated Labor Hours with
information from work order history.
Current Meter
Reading
Equipment
Most current meter reading. MP2 updates the field when
you enter a new meter reading in the Update Meter Reading
dialog box.
Current Page
Page Setup
Select to print only the current page of the report, graph, or
labels. This option is only available on the Page Setup
dialog box accessed from Print Preview.
Current Qty
Asset Physical
Counting
Current number of assets at the specified Location.
Current Quantity
Many
Indicates the current number of items at the specified
location. MP2 obtains the data from the Stock sub-page of
the Inventory form.
FIELD DEFINITIONS
287
Field
Form/Dialog Box
Definition
Current Value
Asset Value d
Current value of the equipment, calculated as follows.
Original Cost X 1 - 12
X today – Startup Date (days)
Life (mos.)
365
Current Vendor ID
Requisitions
Vendor ID of the selected vendor.
Customer ID
Vendors
The account number assigned to your site by the vendor or
manufacturer.
Manufacturers
Cutoff Date
Close Purchase
Orders
Date through which to close purchase orders. MP2 defaults
to the current date.
Date
Many
Date the activity (inventory transaction, meter reading, etc.)
took place.
Date Added
Inventory
Date the item was added to the Inventory form.
Date Confirmed/
Rejected
Purchase Order
Revisions
Date that the iProcure vendor confirmed or rejected this
purchase order.
Purchase Orders
Purchasing History
Date Down
Production
Scheduling
Date the equipment is scheduled to be shut down. This date
is for reference only. It does not affect the Tasks or Work
Orders forms.
Date Generated
Item Status
Date that MP2 generated the requisition or purchase order.
Purchase Orders
Purchasing History
Requisitions
Date Last Counted
Inventory
Date the item was last counted.
Date Last Edited
Many
Date that the spare parts list, task instructions, or inventory
record were last modified, as applicable.
Date Last Modified
Purchase Order
Revisions
Date that the purchase order record was last modified.
Purchase Orders
Purchasing History
Requisition
Date Last
Performed
288
Tasks
Date that you last performed the task on the selected
equipment.
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Date Last Printed
Purchase Order
Revisions
Date that you last printed this purchase order.
Purchase Orders
Purchasing History
Date Last Received
Vendors
Date that this inventory item was last received.
Inventory
Date Paid
Service Contracts
Date of the current payment.
Date Range
EOQ Analysis
The number of days from an item’s first and last usage.
Date Received
Many
Date the line item was received.
Date Returned
Many
Date the line item was returned.
Date Scanned
Barcode
Transactions
Date the item was scanned.
Date to Consider as
Backlogged
Backlog Date
Enter the cut-off date on or before which you want work
orders and tasks to be considered as backlogged.
MP2 compares this date to the Scheduled Start Date on the
work order record and the Next Due Date on the task
record.
Date Up
Production
Scheduling
Date the equipment is scheduled to be restarted. This date is
for reference only. It does not affect the tasks or work
orders.
Date Used
Work Order
History
Date that you used the part for the work order. If you leave
this field blank, MP2 enters the current date when you enter
a Qty Used.
Work Orders
Decreased Hours
Employee and Site
Scheduling
Number of hours less the employee will work on the
specified date.
For example, if the employee regularly works 8 hours, but
will work 4 hours on the specified date, enter 4 in this field.
Default Requisition
No.
Generate
Quotations
Generate
Requisitions
Default Tax Code
For Generate Quotations and Generate Requisitions, the
identification number the System Administrator assigned
the default requisition.
Item Status
The tax code of the vendor supplying the line items.
Purchase Order
Revisions
When you enter a code, MP2 displays a message asking
whether to copy the tax code to each line item. Click Yes.
MP2 applies this tax code to each line item; however, you
may change the tax code for each line item.
Purchase Orders
Purchasing History
FIELD DEFINITIONS
289
Field
Form/Dialog Box
Definition
Default Tax Type
Item Status
The type of tax applied to most line items on the purchase
order. MP2 defaults to Sales. You may apply a different
tax type to each line item.
Purchase Order
Revisions
Delay Description
Purchase Orders
Sales—Select if you apply tax when you purchase the line
item.
Purchasing History
Use—Select if you apply tax when you use the line item.
Call-in Requests
Reason for a delay; for example, parts on order.
Equipment
Manual Work
Order Selection
Work Orders
Work Order
History
Department
Many
Department to which equipment expenses are charged, or
the department that is requesting the purchase.
Descending
Generate Work
Orders
Select to sort in reverse alphabetical or numerical order, Z
preceding Y or 2 preceding 1, etc.
graph print
label print
Description
Many
Description of the corresponding identification code
(equipment, task, graphic, etc.). For Many, MP2
automatically provides the description for the corresponding
code you enter.
Description on PO
Many
Description of the line item.
Dest. Site
Inventory
Site to which the item moved.
Purchase Orders
Purchasing History
Requisition
Down
label print
The number of labels MP2 prints down each sheet of labels
(rows).
Down Time
Many
Number of hours the equipment is actually out of operation
for the work.
Due Date
Many
Date the line items are due for receipt.
If this line item was generated and an entry exists in Lead
Time for the associated vendor record, MP2 calculates the
Due Date. Otherwise, Due Date defaults to the current date.
290
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Economic Order
Qty
EOQ Analysis
Ideal order quantity per order for this item that MP2
calculates with this formula.
2 X Average Demand/Year X Order Cost
Average Unit Cost X Holding Cost (%)
Employee
Availability For
Labor Assignment
Date for which you require labor resources. MP2 displays a
list of employees who are available to work on the specified
date.
Employee Code
Many
Unique code identifying the employee.
For Employee Scheduling Exceptions, the Employee Code
of the employee for whom you are specifying an extended
scheduling exception.
Employee Labor
Work Order
Comprehensive
Selection
Select to include employee labor in the report.
Employee Labor
Cost
Costs for WO No.
Total employee labor cost for the work order.
Equipment
Total employee labor cost to-date for equipment
maintenance or repair. MP2 obtains this information from
closed work orders only.
Service Contracts
Ending Date
Many
The last date to include records in the projection, graph, or
analysis.
For Vendors, the end of the time period in which the blanket
purchase order is in effect.
For ABC Analysis, the last date of the date range MP2 uses
when calculating ABC classifications from usage history.
For financial periods, the last day on which a given financial
period is open.
English
label print
Select to use the English unit of measure, e.g., inches.
Equipment-based
Tasks/Work Orders
Generate Work
Orders
Select to generate work orders for all equipment-based tasks
and work orders currently due.
Equipment
Description
Quick Work Order
Update
Description of the equipment.
Work Order
History
Work Orders
Work Order
Scheduling
Equipment
Location
FIELD DEFINITIONS
Check Out Items
Return Items
Location of the equipment to which you are checking out
the items or from which you are returning the items.
291
Field
Form/Dialog Box
Definition
Equipment No.
Many
Unique code identifying the equipment.
For Inventory, Check Out Items, Return Items, and Quick
Check-out/Return, the equipment number to which you are
checking out the item or from which you are returning the
item.
Equipment Type
Many
Unique code identifying the type of equipment. You may
define several equipment types to track maintenance of
equipment that share common characteristics.
For Nameplates and Equipment Variables, the equipment
type for which you are defining the nameplate or equipment
variable.
Equipment
Readings outside
SPM Limits
Generate Work
Orders
Generate work orders for equipment with readings outside
SPM limits.
Error Message
Many
The reason that MP2 cannot post the record to the database.
Est. Duration (days)
Many
Projected number of days to complete the task.
Estimated Cost
Costs for WO No.
Estimated cost of parts and labor to complete this work
order. MP2 compares the estimated cost with the actual cost
of completing the work order.
Equipment
Work Order
History
Work Orders
Work Order
History
Estimated number of hours that employees will spend on
the work order.
Work Orders
For example, if you assign three workers from the ELEC
craft to a task, and if you project that each will work three
hours on the task, the Estimated Crew Hours for the
ELEC craft is 9.
Estimated Crew
Size
Manual Work
Order Selection
Estimated number of employees of the craft required for the
work.
Estimated Down
Time
Manual Work
Order Selection
Estimated number of hours that the equipment will be out of
operation for the work.
Estimated Crew
Hours
Quick Work Order
Update
Work Order
History
Work Orders
Estimated Hours
Work Order
History
Estimated number of hours that the employee will spend on
the work.
Work Orders
Estimated Labor
292
Manual Work
Estimated number of hours, for the specified craft, that are
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Hours
Order Selection
required to complete the work.
Productivity for
WO No.
Tasks
Event
Equipment
Indicates the method in which you entered the meter
reading. MP2 displays ‘Manual’ if you manually entered the
meter reading or the Task No. if you entered the meter
reading on a work order.
Exchange Rate
Exchange Rates
Exchange rate to use when calculating costs for
international purchases.
Purchase Order
Revisions
Purchase Orders
Purchasing History
Expense Account
Code
Inventory
Account code for inventory items when they are used. For
example, charge an item you check out to a work order to an
Expense Account Code related to that work order.
Expense Class
Many
Unique code identifying the expense class to which you
assign the work.
Expiration Date
Service Contracts
Date the service contract expires.
Export
graph print
Select to export the report, graph, or label to the specified
format.
label print
report print
Extension
Many
Phone extension.
Fax
Purchase Orders
print
Select to send the purchase order by fax to the specified
vendor.
Fax No.
Many
Fax number.
Federal Tax ID No.
Manufacturers
Site’s, vendor’s, or manufacturer’s federal tax identification
number.
Vendors
MP2 stores this number for your reference.
Field
Find
Field of the current form in which MP2 will search for the
specified Find What value.
Field Name
Many
When defining nameplates or equipment variables, a field
name to include in the nameplate or equipment variable.
(Max. length = 30 characters)
Field for which to define a filter when selecting records for
generation, reports, graphs, labels, forms, etc.
Field Size
FIELD DEFINITIONS
Edit the
Structure…
Maximum number of characters (1 to 255) that users may
enter in the specified field.
293
Field
Form/Dialog Box
Definition
Field Type
Edit the
Structure…
Select one of these options from the drop-down list.
Alphanumeric—Field may contain letters and numbers.
Number—Field may contain only numbers, including
decimals.
Integer—Field may contain only whole numbers.
Currency—Field may contain only numbers, including
decimals. MP2 converts the number to a currency format.
Date—Field may contain numbers in date format.
File Name
Many
The file name of a graphic attached to the task, work order,
equipment, work order history, or inventory record.
For New Button, the file name of the graphic image to use
on the button.
For Options, the file name of the graphic image to use for
the background of forms or dialog boxes.
Files of type
Open
Select the type of file to open.
Filter
Many
Select an existing filter or select (New) to create a new
filter.
For Work Order and Inventory Analysis, select a filter to
use when selecting records for the analysis.
Filter Name
EOQ Analysis
Filter
For Filter, enter a name for the filtered data, and then select
Private to save the filter for your use only, or select Public
to save the filter for use by any MP2 user. Click Save. MP2
saves the filter by the specified name.
For EOQ Analysis, a list of all currently defined work order
filters. Select (All Items) to select all items to include in the
filter.
Financial Period ID
Many
Code identifying a given financial period.
Find These Words
Failure Analysis
Enter the text for which to search. MP2 searches according
to the selected options and then displays the findings.
Find What
Find
Value to search for in the selected Field.
Finish Date
Employees
Finish date of the training or the on-site request.
On-site Requests
On-site Request
History
Work Order
Scheduling
294
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
First Name
Employees
Employee’s first name.
One Week Labor
Schedule
Work Orders
Work Order
History
Font
Font
Select a font for the text.
Font Style
Font
Select to display or print the text Regular, Italics, Bold, or
Bold Italics.
Footer
report print
Text that MP2 prints or displays in the footer of each page.
Freight Carrier
Many
The carrier responsible for shipping the items. For example,
UPS, FedEx, etc.
Freight Terms
Many
Additional payment terms, if any, such as C.O.D. (cash on
delivery), Prepaid, or L/C (Letter of Credit).
From Date
graph print
The dates between which to include records in the report, to
remove timekeeping records, or to schedule exceptions.
report print
Purge
Timekeeping
Records
From Location
Inter-Warehouse
Transfer
Location from which to transfer the item.
From Warehouse
Inter-Warehouse
Transfer
Warehouse from which to transfer the item.
General Ledger No.
Many
A site’s accounting department typically pre-defines the
general ledger numbers and tracks equipment repair costs
with them.
Generate Through
Generate Work
Orders
Date through which MP2 generates work orders. Each
task’s Next Due Date and each work order’s Scheduled
Start Date must be less than or equal to this date for MP2
to generate the work order.
Get the next PO
from the PO setup
form
Add Line Item to
PO
Select to put this line item on a new purchase order with the
next incremented purchase order number.
Graph
graph print
Select to display the work order or inventory analysis
information as a graph.
Group By
graph print
Group used to sort the data. Select a value from the dropdown list.
report print
Work Order
Projection
FIELD DEFINITIONS
295
Field
Form/Dialog Box
Definition
Height (Label
Dimensions)
label print
The height of the label.
Hidden Fields
report print
Fields that MP2 does not include in the report.
Hire Date
Employees
Date the company hired the employee.
Histogram
graph print
Select for the graph or report to display the number of
occurrences per 1/10th of a data range.
Holding Cost (%)
EOQ Analysis
MP2 calculates holding cost percentage for this item as
follows.
If you do not enter a value, MP2 uses a default of 25%.
Horizontal
label print
Size of the horizontal spaces between each label (spacing
between columns).
Hours
Employees
Number of hours spent for the training or for the scheduling
exception.
Timekeeping
Inches
Page Setup
Select to specify the margins in inches.
Include Current
Work Orders
Work Order
Projection
Select to include current work orders in report.
Include Open Work
Orders
Work Order
Projection
Select to include open work orders as well as tasks in the
projection.
Increased Hours
Employee and Site
Scheduling
Number of additional hours the employee will work on the
specified date.
For example, if the employee regularly works 8 hours, but
will work 10 hours on the specified date, enter 2 in this
field.
In Service
Equipment
Select to indicate that the equipment is in service. Normally,
a piece of equipment is in service unless you operate it
seasonally or place it in storage.
The equipment record must match the task record for MP2
to generate a work order. For example, if you specify the
equipment as in-service and the task as out-of-service, MP2
does not generate a work order.
In Service (Normal
Use)
Tasks
Select to generate work orders when the equipment is in
use. The equipment record must match the task record for
MP2 to generate a work order. For example, if you specify
the equipment as in-service and the task as out-of-service,
MP2 does not generate a work order.
In-service Task
Tasks
Select Yes to generate work orders when the equipment is
in use.
296
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Instruction Code
Task Instructions
Unique code identifying the instruction list.
Tasks
Internet
(SMTP/POP3)
Mail Login
Select if Internet (SMTP/POP3) is your mail system.
Inventory Items
Work Order
Comprehensive
Selection
Select to include inventory items in the report.
Invoice Date
Item Status
Date the vendor invoiced the site for the purchase.
Purchase Orders
Purchasing History
Requisitions
Invoice No.
Many
Vendor invoice number for this line item.
iProcure Control
No.
Purchase Order
Revisions
Vendor-defined field
Purchase Orders
Purchasing History
Is Blanket PO
Purchase Order
Revisions
Select to indicate whether this is a blanket purchase order.
Purchase Orders
Purchasing History
Issue-from Location
Check Out Items
Location from which to check out the item.
If you select a location or quantity on the Record View page
of the Inventory form, MP2 displays this information in this
field. If you do not select a location or quantity, MP2
displays the first location and quantity from the Inventory
form. You may edit this field from the Check Out Items
dialog box.
Issue-from
Warehouse
Check Out Items
Warehouse from which to check out the item.
Issue To
Check Out Items
Indicates that the check-out is to an employee or a vendor
Inventory
Purchase Orders
Purchasing History
Requisition
FIELD DEFINITIONS
297
Field
Form/Dialog Box
Definition
Issue to ID
Inventory
Employee or vendor to whom you checked out the line item.
Purchase Orders
Purchasing History
Requisition
Item No.
Many
Unique code identifying the inventory item.
For Equipment, MP2 automatically enters this number if
you enter a Spare-parts Code with a pre-defined list of
items.
For Inventory, the item for which MP2 is calculating
availability information.
For Tasks, the item to use for the task.
Item Status
Many
Status of the line item.
Not Approved—The line item is on a requisition that has
not been approved.
Approved—The line item is on a requisition that has been
approved.
PO Ready—The line item is on a purchase order under
preparation.
Order Placed—The line item is on a purchase order that
has been approved and placed with the vendor.
Closed—The line item is on a closed purchase order.
Canceled—The purchase order line item has been
canceled.
Rejected—The requisition line item has been rejected.
Receiving—At least one line item on the purchase order
has been received.
Received—All line items on the purchase order have been
received.
Item Type
Many
The type of item. MP2 automatically designates an item that
does not exist in the Inventory table as Non-inventory.
Stock—An item that has been entered into MP2 via
the Inventory form or via the Inventory lookup table
that the facility regularly keeps in its storeroom(s).
Non-stock—An item that has been entered into MP2
via the Inventory form or via the Inventory lookup
table that the facility does NOT regularly keeps in its
storeroom(s).
Non-inventory—An item that has NOT been entered
into MP2.
298
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Label
New Button
Enter a label for the new button.
Labor Cost
Service Contracts
Total cost to-date of labor (employee and contract) used for
maintenance or repair of the equipment. MP2 obtains this
information from closed work orders only.
Total Cost
Labor Hours
Labor Assignment
Total estimated number of hours for the Craft to perform
this task.
Labor Markup (%)
Tenants
Percentage that MP2 adds to labor costs on work orders for
which you invoice tenants; you may change the default on
each tenant’s record.
Work Order
History
Work Orders
Labor Tax Rate (%)
Equipment
Work Order
History
Tax rate that MP2 adds to labor costs on work orders for
which you invoice tenants—you may change the default on
each tenant’s record.
Work Orders
Print Setup
Select to display/print the report in landscape format. MP2
prints reports in the orientation specified in the Page Setup
dialog box.
Large Buttons
Toolbar
Select to display the Toolbar with large buttons.
Last Activity
Inventory
Date the line item was last received.
Last Modified By
Purchase Order
Revisions
Code of the employee who last modified the requisition or
purchase order.
Landscape
Page Setup
Purchase Orders
Purchasing History
Requisitions
Last-modified-by
Date
Purchase Order
Revisions
Last modified-by
Time
Purchase Orders
Last Name
Employees
Date and time the requisition was last modified.
Employee’s last name.
One Week Labor
Schedule
Work Order
History
Work Orders
Last Payment
Service Contracts
Amount of the last payment for the service contract.
Last Performed At
Tasks
Meter reading at the time you performed the last work order
for this task. MP2 updates this field when you close the
work order.
FIELD DEFINITIONS
299
Field
Form/Dialog Box
Definition
Last Qty
Asset Physical
Counting
Last quantity of the asset before the current physical count.
Lead Time
Many
Number of days the vendor requires between order and
delivery; lead time refers to calendar days.
Left (Titles)
graph print
Title on the left margin of the graph.
Left (Label
Margins)
label print
Left margin of the text within each label.
Left (Page Margins)
label print
Left margin of each sheet of labels.
Life (mos.)
Equipment
Projected life span, in months, of the equipment. MP2 uses
this information when calculating depreciation.
Line Cost
(Received)
Many
The total cost of the line item to receive at this time.
Line Cost
(Requested)
Many
The total line item cost of the line item requested to date.
Line Cost
(Returned)
Many
The total line item cost of the line item returned to date.
Line Cost to Return
Many
The total cost of the line item to return at this time.
Line No.
Many
MP2 assigns this number to items first, then to services. If
you delete a line item from a purchase order with a Status of
Ready, MP2 re-assigns the line number; otherwise, MP2
does not re-assign the line number.
Location
Many
Unique code identifying the location of the equipment,
asset, or inventory item.
For Work Orders, Quick Work Order Update, and Work
Order History, the location requiring maintenance or the
location of the equipment requiring maintenance.
For Inventory, Return Items, Quick Check-out/Return, the
location from which to check out the item or to which to
return the item.
For Quick Receive, the location to which to receive the
item.
For Tenants, the location that your site maintains for the
tenant.
Location-based
Tasks
Generate Work
Orders
Select to generate work orders for all location-based tasks
and work orders that are currently due.
Location Text
Locations
Unique code identifying the location of the equipment,
asset, or inventory item. Click Add Location to add a new
location.
Login Name
Mail Login
Your mail system login name.
Look in
Open
The directory in which the saved report, graph, or label file
resides.
300
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Mail
graph print
Select to email the report, graph, or label to the specified
recipient.
label print
report print
Manufacturer
Many
Manufacturer ID
Code identifying the manufacturer of the equipment or
inventory item.
For Manufacturers, enter codes for all manufacturers of
your site’s equipment.
Margins
Page Setup
Left, right, top, and bottom margins of the report, graph, or
labels.
Match
Find
Select one of these options.
Any Part of Field—Select to find records containing the
Find What value in any part of the specified Field. For
example, enter BRNG for fields that contain BRNG,
such as BRNG, BRNG-01, BALLBRNG, or
BALLBRNG-01.
Whole Field—Select to find record containing only the
Find What value in the specified Field. For example,
enter BRNG for fields with the value BRNG.
Start of Field—Select to find records containing the Find
What value as the beginning value(s) of the Field. For
example, enter BRNG for fields that start with BRNG,
such as BRNG-01 or BRNG-BALL.
End of Field—Select to find records containing the Find
What value as the ending value(s) of the Field. For
example, enter BRNG for fields that end in BRNG,
such as BALLBRNG or WHLBRNG.
Match All Words
Failure Analysis
If selected, MP2 finds the reason, sub-reason, and solution
descriptions containing all words found in Find These
Words. For example, if you enter add oil in Find These
Words, MP2 finds all entries with the words “add” AND
“oil” in a reason, sub-reason, or solution description.
Match Any Word
Failure Analysis
If selected, MP2 finds the reason, sub-reason, and solution
descriptions containing any word in Find These Words. For
example, if you enter add oil in Find These Words, MP2
finds all entries with the word “add” OR “oil” in a reason,
sub-reason, or solution description.
Match Case
Find
Select to find only the values that match the case (upper or
lower) of the letter/number sequence you entered in Find
What.
FIELD DEFINITIONS
301
Field
Form/Dialog Box
Definition
Material Cost
Costs for WO No.
Total cost to-date of materials used for maintenance of the
equipment or work order, obtained from closed work orders
only.
Equipment
Service Contracts
Total Cost
Material Markup
(%)
Equipment
Tenants
Percentage to add to parts costs on work orders for which
you invoice tenants—you may change this percentage in
each tenant’s record.
Work Order
History
Work Orders
Material Tax Rate
(%)
Equipment
Work Order
History
Tax rate to add to parts costs on work orders for which you
invoice tenants—you may change this percentage in each
tenant’s record.
Work Orders
Maximum Stock
Level
Inventory
Maximum quantity of this item to have in stock at all times.
Max. Value
Statistical
Predictive
Maintenance
If you select Use Manufacturer’s Specifications, enter the
maximum value specified by the manufacturer.
Mean
Statistical
Predictive
Maintenance
Calculated by MP2 as follows:
where n = number of data points and yi ∈{y1, y2, y3,…yn}
= the set of all data points.
Measurement
Purge SPM Data
Select a
Measurement to
Graph
Brief name of the measurement, such as VIBRATION or
TEMPERATURE.
Statistical
Predictive
Maintenance
302
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Meter Name
Equipment
Unique code identifying the meter, for example, ODO for
odometer.
Quick Meter Entry
Tasks
Work Order
History
Work Orders
Meter Reading
Work Order
History
Reading of the meter at the time of the work order.
Work Orders
Metric
label print
Select to use the metric unit of measure, e.g., centimeters.
Minimum Order
Amount
Purchase Orders
Lowest dollar amount for which an order can be placed with
this vendor.
Purchasing History
Vendors
Minimum Order
Qty
Many
Minimum quantity of this item that you can order from the
vendor.
Minimum Stock
Level
Inventory
Minimum quantity of this item to have in stock at all times.
Min. Value
Statistical
Predictive
Maintenance
If you select Use Manufacturer’s Specifications, enter the
minimum value specified by the manufacturer.
Misc.
Purchase Orders
Other charges incurred by the order and delivery of these
line items.
Purchasing History
Miscellaneous Rate
Receive
Items/Services
Additional charge applied to the purchase order.
Model
Many
Model number of the item or equipment.
Month
Inventory
The month of the usage information.
Mon, Tue, etc.
Employee and Site
Scheduling
Days of the week and hours per day that the employee
normally works or that the site is open.
Moved By
Move Stock
Specifies whether an employee or vendor moves the items.
Move from Location
Move Stock
The current location of the item to move.
Move from Site
Move Stock
The current site of the item to move.
Move to Location
Move Stock
The location to which to move the item.
Move to Site
Move Stock
The site to which to move the item.
MS Exchange
Mail Login
Select if Microsoft’s Exchange is your mail system.
Model No.
FIELD DEFINITIONS
303
Field
Form/Dialog Box
Definition
Multiple Equipment
Tasks
Generate Work
Orders
Select to generate work orders for tasks that have more than
one equipment.
Multitask
Tasks
Select Yes if the task is a multiple equipment task and you
want MP2 to generate a single work order.
Must Be Down
Many
Indicates that you must take the equipment out of operation
to perform this task.
Name
Many
Name of the employee, vendor, or person.
For Site, the name of your site which MP2 prints at the top
of all reports.
For Save As, the name by which to identify the file or filter.
Nameplate Exists
Equipment Types
Nameplates
New Qty
Asset Physical
Counting
Physical Inventory
Update Spare Parts
Lists
Indicates whether a nameplate exists for the Equipment
Type.
For Update Spare Parts Lists, the maximum quantity used in
any particular work order for an equipment item that used
this spares list.
For Asset Physical Counting, the actual quantity of the asset
at the Location at the current physical count.
For Physical Inventory, the quantity of the item in inventory
at the current physical count.
New Quantity
Adjust Stock Level
The actual quantity of the item.
Next Approval
Person
Requisitions
The next employee to pre-approve or approve the
requisition.
Next Due Date
Service Contracts
For Service Contracts, the date the next payment is due.
Tasks
For Tasks, the next date that MP2 will generate the task.
Important: The first Next Due Date for a task with a
Schedule Type of Duplicates should be the
date of the first work order generation.
No. of Assets
Generate Asset
Numbers
Number of asset numbers to generate. MP2 increments each
asset number one number or letter from the previous one,
starting with the Starting Asset No.
No. of Locations
Generate Asset
Locations
Number of location codes to generate. MP2 increments each
location code one number or letter from the previous one,
starting with the number in Starting Location.
No. of Purchases/
Year
EOQ Analysis
Ideal annual number of purchases for this item that MP2
calculates.
No. of Times
Completed
Tasks
Number of times you generated the task. MP2 changes the
number after each generation.
304
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Notes
Many
Additional information about the item, service, requisition,
vendor, manufacturer, or employee training, as applicable.
To enter or view notes on a List View page of a form or on
a table view on any page, place the cursor in Notes. MP2
at the right of the field. Click
. MP2
displays a
maximizes Notes over the entire page. Enter or view the
to return to the original page.
notes, and then click
Notify when
creating work
orders
Equipment
Designates equipment requiring special handling, e.g.,
equipment covered by EPA regulations. If selected, MP2
displays a notification when creating a work order for this
equipment.
Number of
Duplicates
label print
Number of similar labels to print on one page. For example,
if you have a 3 X 10 single sheet of labels and you want
each row to be the same, enter 10.
Number of Labels
Quick Receive
Number of labels MP2 prints for the line item.
Receive
Items/Services
Numeric Reading
Statistical
Predictive
Maintenance
Enter the meter reading, if the measurement for the
equipment is numeric.
Old Qty
Physical Inventory
Current quantity of the item in the Inventory form.
On Order
Inventory
Quantity of un-received items on open purchase orders.
Open Purchase
Orders
Print Receiver Item
Labels
Select to print receiver labels for open purchase orders only.
Operating Status
Equipment
User-defined status of the equipment, such as “leased,”
“sold,” or “down.”
Service Contracts
Operator
Many
Query operator to use when selecting records for generation,
analysis, reports, graphs, labels, or forms.
Or
Many
After you click Next to add more conditions to the filter or
selection criteria, MP2 defaults ‘Or’ as the condition
separator. This signifies that only one condition must be
met.
For example, if Site is equal to ATLANTA or
Priority is equal to 3, MP2 includes records that have
ATLANTA as the site and records that have 3 as the
priority.
Order Cost
FIELD DEFINITIONS
EOQ Analysis
Cost of ordering a single unit of the current item. If you do
not enter a value, MP2 uses a default of $20.00.
305
Field
Form/Dialog Box
Definition
Order Date
Item Status
Date you ordered the line items.
Purchase Order
Revisions
Purchase Orders
Purchasing History
Order Qty
Parts Availability
Quantity of the item currently on open purchase orders.
Order Warehouse
Many
Warehouse for which you are ordering the line item.
Original Cost
Equipment
Cost of the equipment at the time of purchase.
Service Contracts
Original Value
Asset Value
Original value of the selected equipment.
Originator
Many
Name of the person requesting the work.
Out of Service
(extended
shutdown)
Tasks
Select to generate work orders when the equipment is not in
use. The equipment record must match the task record for
MP2 to generate a work order. For example, if you specify
the equipment as in-service and the task as out-of-service,
MP2 does not generate a work order.
Overtime Factor
Quick Work Order
Update
Factor that is used to calculate the overtime wage rate. The
factor is the ratio to the regular wage rate that the employee
is paid for overtime work. MP2 defaults this field to 1.5.
Work Order
History
Work Orders
Overtime Hours
Quick Work Order
Update
Number of overtime hours performed by the employee on
the specified date.
Work Order
History
Work Orders
Overrun
Budget
Dollar amount that the budget class is above or below
budget.
Page
Print Preview
Specifies the page of the report. Click
to view the next
page. For Landscape reports, the number following the
to view the next
decimal signifies overflow pages. Click
overflow page.
Pager Email
Employee
The email address to which pages are sent.
Pages
Page Setup
Select to specify which pages to print.
Paper
Purchase Orders
print
Select to send the purchase order to the printer.
306
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Pareto
graph print
Select for the graph or report to display the percentage of
data values that data groups extend or use.
Password
Enter Password
User’s password necessary to access MP2. Special
characters mask the password as you type it. If you make a
mistake, press the backspace key to erase, and then retype
the password.
Path
Multimedia File
Search Paths
Path of the multimedia files. When you enter a file name a
task, equipment, inventory, or work order record, MP2
searches all paths in this form for the file.
Payment Terms
Many
Payment terms agreed upon for the order, such as NET 30.
Per
Service Contracts
Frequency in which payments are made, such as month or
year.
Percent of Original
Cost
Total Cost
Percentage of the original equipment cost that maintenance
on the equipment has cost to date.
Percent of
Replacement Cost
Total Cost
Percentage of the replacement equipment cost that
maintenance on the equipment has cost to date.
Perform by
Warranty
Equipment
Indicates that the equipment is currently under warranty.
Manual Work
Order Selection
Work Order
History
Work Orders
Performed By
Work Order
History
Name of the contract employee who performed the work.
Work Orders
Perform Every
Tasks
Number of days or number of cycles or runtime hours that
must pass before MP2 generates another work order for the
task.
Person Responsible
Equipment
Employee code of the person who is responsible for this
equipment.
Service Contracts
Phone
Addresses
Phone number.
Pick List
Equipment
Select to tag the work order to be included in the next Work
Order Parts Pick List report.
Work Orders
PO No.
Many
Unique alphanumeric code identifying the purchase order.
Portrait
Page Setup
Print Setup
Select to display/print the report in portrait format. MP2
prints reports in the orientation specified in the Page Setup
dialog box.
Many
Postal or zip code of the address.
Postal Code
FIELD DEFINITIONS
307
Field
Form/Dialog Box
Definition
Post Miscellaneous
Rate
Quick Receive
Select whether to post the Miscellaneous Rate to the
purchase order cost.
Post Ship Rate
Quick Receive
Receive
Items/Services
Receive
Items/Services
Select whether to post the Ship Rate to the purchase order
cost.
PO Type
Many
Type of purchase order. This field is user-defined.
Preapprove 1
Item Status
Preapprove 2
Purchasing History
Employee code of each employee who preapproved the
requisition and the date of each preapproval.
Preapprove 3
Requisitions
Preapprove 1 Date
Item Status
Preapprove 2 Date
Purchasing History
Preapprove 3 Date
Requisitions
Preferred Order
Method
Vendors
Specifies the method of sending purchase orders to the
vendor. Select Paper (printed) or Fax.
Preview Work
Orders Before
Release
Generate Work
Orders
Select to preview the projected work orders before releasing
them as work orders. You may then select whether to
generate individual work orders.
Primary Key
Edit the
Structure…
Select whether the field is a key field.
Primary Site
Inventory
Warehouses
Site responsible for maintaining inventory levels for all sites
and warehouses associated with purchasing center.
Primary Vendor
Many
Select Yes to indicate that the site normally orders the line
item from this vendor.
Primary Wage
Employees
Select to use the rate in Rate as default for calculating labor
cost on work orders. You may change the wage code (and
rate) when editing the work order.
Print
graph print
Select to print the report, graph, or label to the specified
printer.
label print
Date the employee preapproved the requisition.
report print
Print Label
Quick Receive
Select to print a label for this receipt.
Receive
Items/Services
Print Receiver
Quick Receive
Select to print a receiver for this receipt.
Receive
Items/Services
308
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Print Work Orders
after Generating
Them
Generate Work
Orders
Select to print the generated work orders immediately after
generating them.
Print Work Orders
before Generating
Them
Generate Work
Orders
Select to print the generated work orders immediately
before generating them.
Priority
Many
Priority level of the maintenance on the equipment or of the
task, work order, or on-site request. Number from 1 to 5
(1=high, 5=low).
For Work Orders, Quick Work Order Update, and Work
Order History, the priority obtained from the associated
equipment and/or task record.
Private
EOQ Analysis
Select to only display this saved filter to the current user.
Filter
Product No.
label print
Product identification number of commercial labels.
Project
Item Status
Name or code of the project that needs the requested parts.
Purchasing History
Requisitions
Project ID
Work Orders
Unique code identifying the project.
Project Tasks
Work Orders
Unique code identifying the task associated with the project.
Prototype Label
label print
List of text and fields that will print on the labels.
Public
EOQ Analysis
Select to display this saved filter to all MP2 users.
Filter
Purchase Date
Equipment
Date the site purchased the equipment.
Service Contracts
Purchase Order
Notes
Item Status
Additional information about this purchase order, such as
inventory item specifications
Purchasing Center
Many
Company site that manages purchasing-related issues.
Purge Through
Purge SPM Data
Enter the date through which to purge SPM data or delete
on-site request history records.
Remove On-site
Request History
Purpose
FIELD DEFINITIONS
Employees
Purpose of the training.
309
Field
Form/Dialog Box
Definition
Qty
Many
For Assets and Asset Locations, the current quantity of the
asset.
For Equipment, Spare Parts, and Update Spare Parts Lists,
the quantity of the item required as a substitute.
For Inventory, the quantity of the item involved in the
transaction.
For Tasks, the quantity of the part needed for the task.
Qty on Hand
Inventory
Item Status
Current quantity on hand of this item at the specified site or
location, if one is listed; or the total quantity in inventory, if
a location is not listed.
Parts Availability
Qty on Order
Inventory
Item Status
Total quantity of this part currently listed, but not yet
received, on open purchase orders.
Qty per UOP
Many
Quantity of this item that comprises one purchasing unit (12
for dozens, 55 for a 55-gallon barrel).
Qty Received (UOP)
Many
Number of line items received to date on the purchase order.
Qty Requested
(UOM)
Generate
Quotations
Number of line items requested for ordering.
Generate
Requisitions
Qty Requested
(UOP)
Many
Number of line items requested for ordering.
Qty Required
Quick Work Order
Update
Number of parts required for the work order.
Work Order
History
Work Orders
Qty Reserved
Item Status
Parts Availability
Number of this item currently reserved, but not yet used, on
open work orders.
Reserved Parts
Qty Returned
Many
Number of line items returned to date on the purchase order.
Qty to Receive
Quick Receive
Number of line items to receive at this time.
Receive
Items/Services
310
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Qty Used
Quick Work Order
Update
Quantity of the item used to complete the work.
Work Order
History
Work Orders
When you make an entry in this field, MP2 displays the
Tracking Transaction dialog box. Enter your employee
code, and then click OK. MP2 records this information in
inventory transaction history.
Qualified
Employees
Indicates whether the employee is qualified in a special area
after completing the training.
Quantity
Inventory
Quantity of the item to check out, return, or receive.
Quick Check-out/
Return
For Inventory-Substitute Items, the number of the substitute
item required to be a valid substitute for the current
inventory item.
Quick Receive
Quantity on Hand
ABC Analysis
Select to multiply the stock balance by the unit price for
each item, and then rank items in descending order by
extended cost.
Quantity to be
Ordered (UOP)
Generate
Quotations
Quantity of the line item to order.
Generate
Requisitions
Quantity to Move
Move Stock
Quantity of the item to move to another location.
Quotation No.
Quotations
Unique alphanumeric code identifying the quotation.
Raise Date
Employees
Date of the employee’s next scheduled salary increase.
Rate
Many
The rate of pay for the employee. The rate can be either
actual wage or a charge rate (including overhead).
For Service Contracts, the payment amount.
‘Ready’ or ‘Hold’
Work Orders
Generate Work
Orders
Select to change the status of all Ready or Hold work
orders to Open.
Reason
Many
Reason for the transaction.
For Production Scheduling, the reason for the shutdown.
Reason for Outage
Many
Unique code identifying the reason for the equipment
failure, for example, LowOil.
Receipt No.
Many
Number of the receipt transaction, numbered incrementally.
Received
Inventory
Number of items received this month.
Received (MTD)
Inventory
Total quantity of this item received so far this month.
Received (YTD)
Inventory
Total quantity of this item received so far this year.
FIELD DEFINITIONS
311
Field
Form/Dialog Box
Definition
Receiver No.
Item Status
Unique code identifying the receiver that MP2 generates
when this line item is received. MP2 automatically assigns
the next incremented receiver number obtained from Next
Receiver No. on the Purchasing Setup dialog box.
Purchase Orders
Purchasing History
Requisitions
Receive Site
Many
Site to which to receive the line item.
Receive To
Many
Select to receive the line item to Stock, Location, Cost
Center, Employee, Equipment, or Work Order.
Receive To ID
Many
Code of the stock line item, location, employee, equipment,
work order, or cost center to which to receive the line item.
Receive Warehouse
Many
Warehouse to receive the line item.
Record
Page Setup
Select to print the report in non-tabular format.
Regular Hours
Many
Number of regularly scheduled work hours the employee
spends on the work.
Release
Manual Work
Order Selection
Select whether to select this record for release.
Release as separate
work orders
Tasks
Select to generate a separate work order for each piece of
equipment on the due date specified.
Release No.
Many
If this is a blanket purchase order, this number identifies the
current release of the blanket purchase order.
Release together as
single work order
Tasks
Select to generate one work order for all pieces of
equipment.
Reorder Method
Inventory
Method by which MP2 determines when to generate a
requisition for an item.
Reorder Point—Select to generate requisitions for items
that have reached or fallen below the Reorder Point.
Min/Max—Select to generate requisitions for items that
have fallen below the Minimum Stock Level.
Reorder Point
Inventory
Level, or quantity, at which to order the item. MP2
generates requisitions for items that have reached this value
if you use the Reorder Point method.
Reorder Qty
Inventory
Number of items to order when generating requisitions.
Repair Date
Statistical
Predictive
Maintenance
Date this equipment was last repaired.
Repair Time
Statistical
Predictive
Maintenance
Time this equipment was last repaired.
312
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Repair WO No.
Statistical
Predictive
Maintenance
Current work order number for this equipment.
Replace/Add
Equipment
Indicates the method in which MP2 updates Current
Meter. Select Replace to replace the current reading with
the new reading. The default selection is Replace. Select
Add to add the new reading to the current reading.
Replace Current
Meter Reading
With
Update Meter
Reading
Value with which to replace the current meter reading.
Replacement Cost
Equipment
Cost to replace the equipment, i.e., the current cost of
the equipment.
Service Contracts
Report
graph print
Work Order
Projection
For Work Order Projection, select to display/print the
projection information in report format. Once you select
Report, select the category for which to create the report
from the Report On drop-down list, and then select, from
the Group By drop-down list, the group by which to group
the report.
For Work Order or Inventory Analysis, select to display the
analysis information as a report.
Report/Graph
Name
Inventory Analysis
Name by which to save the analysis, report, or graph.
Save As
Work Order
Analysis
Representative
Manufacturers
The vendor’s or manufacturer’s contact person for your site.
Purchase Orders
Vendors
Request Date
Many
Date the work was requested.
For Quotations, the date the line item was requested to be
ordered. Defaults to the current date.
Requested By
Many
Employee or tenant requesting the work or the line item.
Requested Service
Call-in Requests
Unique alphanumeric code identifying the service.
Work Order
Scheduling
FIELD DEFINITIONS
313
Field
Form/Dialog Box
Definition
Request No.
Call-in Requests
Code identifying the on-site or call-in request.
On-site Request
History
On-site Requests
Work Order
Scheduling
Request Time
Many
Time that the originator or employee requested the work.
Required
Parts Availability
Indicates if the item is required to complete the task. MP2
includes this part in parts availability calculations and to
place it on the reserved parts list.
Tasks
Requires
Notification
Requisitions
Select to generate a printed notification when a line item
listed on the requisition is received
Requisition No.
Many
Unique alphanumeric code identifying the requisition.
Requisition Notes
Item Status
Additional information for this requisition.
Requisition Total
Requisitions
Total cost of all line items on the requisition.
Reserved
Warehouse
Work Orders
Warehouse in which parts are reserved.
Response Time
(Days)
Equipment
Total number of days between the request date and the
scheduled start date. MP2 only counts working days as
defined for the site.
Response Time
(Hours)
Equipment
Response Time
(Minutes)
Equipment
Restored
Equipment
Work Order
History
Work Order
History
Work Order
History
Purchasing History
Number of hours in addition to the Response Time (Days)
between the request date and the scheduled start date.
Number of minutes in addition to the Response Time
(Days) and Response hours between the request date and
the scheduled start date.
Indicates that this record was previously archived and has
since been restored.
Return
Authorization No.
Many
Code given by the vendor or by someone from your site that
grants permission to return the line item.
Return From
Many
Inventory Return—Indicates that the return is from an
employee or a vendor.
Purchasing Return—Indicates that the return is from a stock
location, work order, equipment, cost center, or employee.
Return From No.
Many
Code identifying the stock location, work order, equipment,
cost center, or employee to which to return the line item.
Return From Site
Many
Code identifying the site from which the line item was
returned.
314
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Return From
Warehouse
Many
Warehouse from which the line item was returned.
Return Quantity
Return Items
Quantity of the line item to return.
Return Reason
Code
Many
Code identifying the reason for returning the line item, for
example, DMGD (Damaged).
Revision Date
Purchase Order
Revisions
Date of the last purchase order modification.
Revision No.
Purchase Order
Revisions
Automatically assigned by MP2. Unique code identifying
the revision of the purchase order.
Purchase Orders
Purchasing History
Revision Time
Purchase Order
Revisions
Time of the last purchase order modification.
Right (Titles)
graph print
Title on the right margin of the graph.
Rollover Count
Equipment
Number of times the meter has rolled over. MP2 calculates
this number when the rollover point passes.
Rollover Point
Equipment
Meter value at which the count rolls over—enter the value
(1000, 10000, 100000) at which the count actually rolls
over, not the number of 9s that can fit on the meter.
Runtime/Cycles
Equipment
Type of meter. Select Runtime to base meter data on
runtime readings, such as hours or odometer readings.
Select Cycle to base meter data on cycles, such as on/off
frequencies.
Safety Note
Equipment
Information from the Safety Notes page of the Equipment
form.
Service Contracts
Saved Criteria
Export to
Microsoft Project
Select a previously saved export file, or enter the name of a
new export file, and then click Save.
Saved Generation
Generate Work
Orders
Name identifying the generation criteria.
Saved Graph
New Button
Select to create a button for an MP2 graph.
Save in
Save As
The directory to which to save the report, graph, or label.
Save Password
Mail Login
Select to save the password for re-entry.
Saved Report
New Button
Select to create a button for an MP2 report.
Scheduled Finish
Date
Many
Date scheduled for work order completion.
Scheduled Hours
Labor Assignment
Number of hours the employee is currently scheduled for
work for the day or week.
One Week Labor
Schedule
FIELD DEFINITIONS
315
Field
Form/Dialog Box
Definition
Scheduled Start
Date
Many
Date scheduled to begin the work.
Scheduled Start
Time
Many
Time scheduled to begin the work.
Scheduler
Work Order
Scheduling
Code identifying the employee who is scheduling the work.
MP2 displays the code in Assigned By on the work order
records.
Schedule Type
Tasks
Type of schedule: Floating, Fixed, or Duplicates.
School
Employees
School that administered the training.
Search
Find
Select to search the Entire Table or the Current Filter. If
no filter is currently applied to the form, MP2 disables this
field.
Selected
Quotations
Indicates that the vendor is selected to provide the line item.
Select for Printing
Many
Indicates whether MP2 will print this record during then
next batch print.
Select for Release
Manual Work
Order Selection
Select whether to release this work order.
Send Via
Purchase Orders
print
Select one of these sending options.
Vendor Preferred—Select to print the purchase order
according to the Preferred Order Method in the vendor
record.
Paper—Select to send the purchase order to the printer.
Fax—Select to send the purchase order by fax to the
specified vendor.
Seniority
Employees
Employee’s seniority level, as defined by your site.
Separate Stock
Items from Nonstock Items
Generate Purchase
Orders
Select to create separate purchase orders for stock items and
for non-stock items.
Sequence No.
Inventory
Unique identifier for inventory transactions. MP2
automatically increments this number each time a
transaction is posted to the Inventory Transaction History
table.
Serial No.
Many
Serial number of the equipment.
Series Legend
graph print
Select to display a legend for the graph.
Service Code
Many
Unique code identifying the service.
Service Contract
No.
Equipment
Unique code identifying the service contract for the
equipment. If the equipment is covered under a service
contract, this number is user-defined, and may be the same
as the contract number.
316
Service Contracts
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Shadows
Tasks
Code identifying each task that the current task shadows.
Shewhart
graph print
For Time Series or Categorical, select to display a line
showing the Shewhart value for the groups. Shewhart
measures the precision of the data by comparing duplicate
standards or samples.
Shift
Employees
Employee’s shift. You may use letters or numbers to
indicate shifts.
One Week Labor
Schedule
Shipping
Purchase Order
Revisions
Charge for delivery of the line items.
Purchase Orders
Purchasing History
Shipping Terms
Many
Specifies what is included in the cost of delivery, such as
FOB, ex-Factory, FAS, C&F, and CIF.
Ship Rate
Quick Receive
Additional cost for shipping the order.
Receive Items
Ship Via
Many
Specifies how the carrier will ship the order, e.g., ground,
air, etc.
Shortage
Parts Availability
Deficit of the part, calculated in this way:
Shortage = (Reserved + Required Qty) - (On
Hand + On Order)
A Shortage of “0” does not necessarily mean that the part is
available in stock. The part could be on order.
Show Tips at
Startup
Tip of the Day
Select to have a Tip of the Day display when starting MP2.
Show Tooltips
Toolbar
Select to display a button description when users hover the
cursor over a Toolbar button.
Signal Tag
Equipment
Reference number or code for a data acquisition device.
Single Equipment
Tasks
Generate Work
Orders
Select to generate work orders for tasks having only one
equipment.
Single Sheet
label print
Select to print the labels in single sheets.
Single Source
Many
Select to indicate that the line item has been approved to be
ordered from a specific vendor (no other bids considered).
Single Source
Vendor
Inventory
Select to indicate that a single-source vendor provides this
item.
Site
Many
Physical locations for the company. For example, Acme
Manufacturing has sites located in Atlanta, Chicago, and
Denver.
Size
Font
Select a character size for the text.
FIELD DEFINITIONS
317
Field
Form/Dialog Box
Definition
Skill Level
Employees
Employee’s skill level, as defined by your site.
Social Security No.
Employees
Employee’s social security number.
Solution
Failure Analysis
Unique code identifying the solution for the equipment
failure, such as AddOil.
Reason for Outage
Work Order
History
Work Orders
Sort By
Generate Work
Orders
Select field(s) by which to sort the current form, generated
work orders, reports, labels, etc.
graph print
label print
Sort Name
Sort
After specifying the sort criteria, enter a name for the sort,
and then click Save.
Spare-parts Code
Equipment
Unique code identifying the spare parts list.
Spare Parts
Update Spare Parts
Lists
Specifications
Many
Notes or comments, such as quality notes, range of sizes or
colors, or availability if it is an item used seasonally, about
the item. MP2 prints this information on purchase orders.
Stacked
graph print
Select to display the graph in stacked form.
Standard Deviation
graph print
For Time Series or Categorical, select to display 4 lines
showing +3, +2, -2, and -3 standard deviations from the
mean for your data groups.
Starting Asset No.
Generate Asset
Numbers
Number with which to begin your asset codes.
Many
Starting date of the contract or asset value.
Starting Date
If you plan to generate 100 codes, and the starting code is 1,
enter 001 for Starting Asset No. to accommodate all 100
codes.
For VendorsBlanket POs, the beginning of the time
period in which the blanket PO is in effect.
For ABC AnalysisThe first date of the date range for
which to include inventory usage history when assigning
ABC classification to each item.
For Financial PeriodsThe first day on which a given
financial period is open.
318
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Starting Location
Generate Asset
Locations
Location code with which to begin the sequence of location
codes.
If you plan to generate 100 codes, and the starting code is 1,
enter 001 for Starting Location to accommodate all 100
codes.
Startup Date
Equipment
Date the equipment was put into service.
Service Contracts
State
Many
State or province. Use two-character postal abbreviations.
State Code
State/Province
Codes
Code for the area you are defining. Use postal code when
applicable.
State Name
State/Province
Codes
Full name of the state.
FIELD DEFINITIONS
319
Field
Form/Dialog Box
Definition
Status
Many
For Work Orders and Call-in Requests, select one of these
options.
Open—Work is in progress.
Ready—The work is not currently in progress. If the
scheduled start date falls within the work order generation
date range, MP2 includes these work orders along with all
due tasks during work order generation and then changes
the status to Open.
Hold—Work is temporarily delayed. If the scheduled start
date falls within the work order generation date range, MP2
includes these work orders during a manual work order
generation and then changes the status to Open. MP2 does
not include these work orders during an automatic
generation.
Completed—Work is complete. You have added all
additional information to the record, and the work order is
ready to close. MP2 transfers all Completed work orders to
work order history the next time you close work orders.
For Purchase Orders, the status of the purchase order. MP2
enters the status automatically, but you may manually
change the status.
Ready—Purchase order has not been printed, nor have any
line items been received
Open—Purchase order has been printed, submitted to
vendor, and is ready to receive line items
Receiving—At least one line item has been received
All Received—All line items have been received
Completed—The purchase order is ready to be closed
For Item Status, select one of these status values.
Approved—Item has been approved for ordering
Not Approved—Item has not been approved for ordering
Pending—Item does not exist in a requisition or purchase
order
PO Ready—Item exists on a Ready purchase order
Order Placed—Item exists on an Open purchase order
320
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Std. Deviation
Statistical
Predictive
Maintenance
The sample standard deviation, calculated by MP2 in this
way:
where: n = number of data points and yi ∈{y1, y2, y3,…yn}
= the set of all data points
Stock Item
Inventory
Indicates whether this is a stock item. If Stock Item = No,
MP2 designates this as a non-stock item. You may separate
stock items from non-stock items in the requisition/purchase
order generation process.
If you select No, MP2 calculates when to order the
item by this formula.
Qty available = Qty on hand – Qty reserved
If you select Yes, MP2 calculates when to order
based on the Reorder Method.
Strikeout
Font
Select to display/print a line through the text.
Sub-location 1
Many
Specific location of the equipment, item, work, etc.
Substitute Item No.
Inventory
Items that can be used in place of this item.
Subtitle
report print
Subtitle to print or display on the report.
Subtotal
Purchase Order
Revisions
Total cost of all ordered line items in this purchase order,
excluding tax.
Sub-location 2
Sub-location 3
Purchase Orders
Purchasing History
Supervisor
Employee
The employee code identifying the employee’s supervisor.
This person receives escalated pages originally sent to the
employee.
Symbol
Purchase Order
Revisions
Symbol identifying the currency for the order. For example,
$ or £.
Purchase Orders
Purchasing History
Tabular (With
Grid)
FIELD DEFINITIONS
Page Setup
Select to print the report in tabular format with a grid.
321
Field
Form/Dialog Box
Definition
Tabular (Without
Grid)
Page Setup
Select to print the report in tabular format without a grid.
Task Duration
Tasks
Number of days required to complete the task. MP2 divides
Estimated Labor Hours on the Details page by the number
of days specified in this field.
Task No.
Many
Unique code identifying a scheduled task.
Taxable
Many
Indicates that the item is taxable.
For Inventory, select to calculate and add the tax percentage
from the vendor record when preparing a requisition.
Tax Charge
Purchase Order
Revisions
For the Costs page, the total tax on all items. You must
define a tax percentage in the vendor record.
Purchase Orders
For the Tax page, the total amount charged in taxes for the
current line item.
Purchasing History
Tax Code
Purchase Order
Revisions
Unique code identifying the tax.
Purchase Orders
Purchasing History
Vendors
Tax Name
Purchase Orders
The name identifying the type of tax.
Purchasing History
Tax Information
Tax Rate
Purchase Orders
Purchasing History
Tax rate to apply to purchases. Enter the number
representing the percentage of tax. For example, if the tax is
5%, enter 5.
Tax Information
Tax Type
Purchase Order
Revisions
Purchase Orders
Type of tax. Select Sales if the tax is applied when you
purchase the line item. Select Use if the tax is applied when
you use the line item.
Purchasing History
Vendors
Telephone No.
Many
Phone number.
Tenant
Many
Unique alphanumeric code identifying the tenant. Use the
tenant’s name, where applicable.
Text
Options
Select, from the list, the color desired for the text of
required or read-only fields.
322
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Text Reading
Statistical
Predictive
Maintenance
If the measurement is not numeric (e.g., Low, Med, High),
enter the value here. You may also enter numeric values
here to produce a graph showing the number of occurrences
of each value over the analysis period.
Texture
Options
Select, from the list, the texture desired for the background
of forms and dialog boxes.
Then By
Many
Select a second or third field by which to sort.
Time
Many
Time the activity (meter reading, inventory transaction)
took place. Defaults to current time.
Time Down
Production
Scheduling
Time you plan to shut down the equipment.
Time Last Modified
Purchase Order
Revisions
Time that the purchase order was last edited.
Purchase Orders
Purchasing History
Requisition
Time Scanned
Barcode
Transactions
Time the item was scanned.
Time Series
graph print
Select for the graph or report to display one or more values
over a time period.
Time Up
Production
Scheduling
Time you plan to restart the equipment.
Title
report print
Title for the report.
Titles
graph print
Titles for the graph.
To/From
Quick Check-out/
Return
Indicates that the transaction was made to or from an
employee or a vendor.
To/From No.
Quick Check-out/
Return
Employee or vendor code to which to check out or from
which to return the item.
Toolbar
Toolbar
Select to display the toolbar.
To Location
Inter-Warehouse
Transfer
Location to which to move or transfer the item.
Move Stock
Top (Titles)
graph print
Title on the top margin of the graph.
Top (Label
Margins)
label print
Top margin of the text within each label.
Top (Page Margins)
label print
Top margin of each sheet of labels.
Total
Purchase Orders
Total cost of all ordered line items, including tax, shipping,
and miscellaneous charges.
Purchasing History
FIELD DEFINITIONS
323
Field
Form/Dialog Box
Definition
Total Adjusted
Value
Inventory
Current value of the item on hand.
Total Available
Hours
Labor Assignment
Total number of hours available for this employee on this
day or week, calculated as the difference between
Unscheduled Hours and Scheduled Hours
Total Cost
Costs for WO No.
One Week Labor
Schedule
Quick Work Order
Update
Total Cost
For Costs for WO No. and Total Cost, the total material and
labor cost to-date for the work order or equipment.
For Work Orders and Work Order History, the total contract
labor or parts cost.
Work Order
History
Work Orders
Total Labor Cost
Costs for WO No.
Total employee and contract labor cost for the work order.
Total Open
Vendors
Total value of line items ordered, but not received, from the
vendor.
Total Payment
Service Contracts
Current value calculated by MP2 by adding the current
Total Payment + Amount Paid.
Total Received
Vendors
Total value of line items ordered and received from the
vendor.
Total Tax Charge
Purchase Orders
The total amount charged in taxes for the purchase order.
Purchasing History
Total Usage
EOQ Analysis
Total usage of the item.
Total Value
Item Status
Current total value of all items on hand, calculated in this
way:
Total Value = Qty on Hand X Avg Unit Cost
To Warehouse
Inter-Warehouse
Transfer
Warehouse to which to move or transfer the item.
Move Stock
To Warehouse
Inventory
Warehouse to which you returned item.
Transaction Date
Item Status
Date the transaction took place.
Purchase Orders
Purchasing History
Requisitions
324
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Transaction Time
Item Status
Time the transaction took place.
Purchase Orders
Purchasing History
Requisitions
Transaction Type
Inventory
Type of inventory transaction:
Purchase Orders
IC—Inventory Checkout
Purchasing History
IR—Inventory Return
Requisition
SA—Stock Level Adjustment
QR—Inventory Quick Receive
PI—Physical Inventory
MV—Move Stock Items
PR—Purchase Receive
PF—Purchase Fix
Type
Many
Classification of items or assets.
Type Description
Assets
Description of the asset type.
Asset Types
Underline
Font
Select to underline the text.
Under Warranty
Many
Checks the warranty date, if any, in the equipment record
and indicates whether an active warranty exists.
Unit
Units of Measure
and Purchase
Unit by which the line item is measured or purchased.
Unit Cost
Many
Unit cost of this line item.
For Vendors and Purchase Orders, this refers specifically to
the cost of this line item from that vendor.
Unit Cost (MC)
Purchase Order
Revisions
Cost per unit of the line item, including multi-currency.
Purchase Orders
Purchasing History
Unit of Measure
Many
Unit by which this line item is measured, such as EACH or
GALLON.
For Equipment-Meters, the unit by which the meter is
measured.
Unit of Purchase
Many
Unit of purchasethe increment in which this line item is
ordered; for example, EACH, GALLON, or CASE.
Unit of Weight
Many
Unit by which you weigh the line items.
FIELD DEFINITIONS
325
Field
Form/Dialog Box
Definition
Units
Statistical
Predictive
Maintenance
Unit of measurement for which you take readings, such as
RPM or DEGREES.
Unit of Measure
and Purchase
Unit of measure (UOM) and unit of purchase (UOP) for
inventory items.
Unit Weight
Many
Weight of one unit of this item.
Unscheduled Hours
Labor Assignment
Number of hours the employee is not currently scheduled
for the day or week.
One Week Labor
Schedule
UOM
Many
Unit by which this line item is measured, such as EACH or
GALLON.
UOW
Purchase Order
Revisions
Unit of weight.
Purchase Orders
Update Inventory
ABC Analysis
MP2 updates each inventory record to include a
classification of A, B, or C.
Update Order Qty
EOQ Analysis
MP2 updates the reorder quantity of the current item in the
Inventory form with the new reorder quantity from EOQ
analysis.
Usage
Inventory
Number of items used this month.
Usage History
ABC Analysis
Select to total the quantity used for each item and multiply
the quantity by the unit cost. Materials fall into either an A,
B, or C category based on the percentage of total value.
Use 1 Std. Deviation
Statistical
Predictive
Maintenance
MP2 indicates a need for maintenance if readings fall below
or rise above 1 standard deviation.
Use 2 Std.
Deviations
Statistical
Predictive
Maintenance
MP2 indicates a need for maintenance if readings fall below
or rise above 2 standard deviations.
Use 3 Std.
Deviations
Statistical
Predictive
Maintenance
MP2 indicates a need for maintenance if readings fall below
or rise above 3 standard deviations.
Use Control Dates
Statistical
Predictive
Maintenance
Select to include only the readings taken during the
specified date range to calculate the mean and standard
deviation.
Starting Date—Beginning date of range used.
Ending Date—Ending date of range used.
Use Custom Texture
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Options
Select to use your own texture for the backgrounds of forms
or dialog boxes.
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Use Daily Average
Statistical
Predictive
Maintenance
MP2 averages the daily readings for a measurement and
uses them in addition to individual readings. Using daily
averages will “smooth” the graphical analysis of a
measurement you take more than once per day.
Used (MTD)
Inventory
Total quantity of this item used so far this month.
Used (YTD)
Inventory
Total quantity of this item used so far this year.
Use Manufacturer’s
Specifications
Statistical
Predictive
Maintenance
MP2 indicates a need for maintenance if readings fall below
or rise above limits recommended by the manufacturer.
User-defined Field
Purchase Orders
User-defined. Enter necessary receipt information.
Purchasing History
User-defined Field
1- 10
Many
Additional fields you may customize for your site’s needs.
User ID
Inventory
Unique alphanumeric code identifying the MP2 user.
Line Item Status
Audit History
For Inventory-History, the user who entered the transaction.
If you have not yet set up security, enter the default User ID
of SYSTEMUSER.
Purchase Order
Revisions
Purchase Orders
Purchasing History
For Purchase Order Revisions, the user who last modified
the purchase order.
For Line Item Status Audit History, the user who last
modified the line item status.
Use Standard
Texture
Options
Select to use one of the standard textures for the
backgrounds of forms and dialog boxes.
Utilization (%)
Labor Assignment
Percentage of available hours utilized, calculated in this
way:
One Week Labor
Schedule
Value
Many
Utilization (%) = (Scheduled Hours / Total Available Hours)
Value of the specified field that MP2 uses when selecting
records for generation, reports, graphs, labels, analysis, or
forms.
For Equipment-Meter and Quick Meter Entry, the meter
reading taken at the specified date and time.
Value to Calculate
graph print
Select a value to analyze from the drop-down list.
Variable Exists
Equipment Types
Indicates whether a variable exists for the equipment type.
Vendor Branch
Many
Vendor’s location, generally a city.
Vendor Email
Many
Vendor’s email address.
Vendor ID
Many
Unique code identifying the vendor from which the
equipment was purchased, inventory is ordered, who is
providing the service contract, who is performing the work,
who supplies the line item, or from which you are
requesting a quote.
FIELD DEFINITIONS
327
Field
Form/Dialog Box
Definition
Vendor Labor Cost
Equipment
Service Contracts
Total vendor labor cost to-date for equipment maintenance
or repair. MP2 obtains this information from closed work
orders only.
Vendor Name
Many
Description of the selected vendor, usually its full name.
Vendor Pager No.
Many
Vendor’s pager number.
Vendor Preferred
Purchase Orders
print
Select to print the purchase order according to the entry in
Preferred Order Method on the Ordering page of the
Vendors form.
Vendor’s Address 1,
2, and 3, City, State,
Postal Code,
Country, Telephone
No., Extension, and
Fax No.
Purchase Order
Revisions
Vendor’s contact information.
Vendor’s Contact
Quotations
The vendor representative that provides the price quotation
for the line item.
Vendor’s Item No.
Many
Number the vendor assigns to this line item.
Vendor Type
Vendors
Specifies whether this vendor is a Supplier, Contractor, or
OEM/Mfg.
Vertical
label print
Size of the vertical spaces between each label (spacing
between rows).
Visible Fields
report print
The fields that MP2 prints or displays on the report.
Volume
Inventory
Volume of the item.
Wage Code
Employees
Employee’s wage code, if you use wage codes. MP2 allows
each employee to have multiple wage codes.
Quotations
Quick Work Order
Update
Work Order
History
Work Orders
Warehouse
Many
Warehouse in which you store inventory.
Warehouse Account
Code
Many
Account Code for the warehouse.
Warehouse Cost
Center
Many
Cost Center for the warehouse.
Warranty
Expiration Date
Equipment
Expiration date of the equipment warranty.
328
Service Contracts
FIELD DEFINITIONS
Field
Form/Dialog Box
Definition
Weight
Inventory
Weight of the item.
Purchase Order
Revisions
Purchase Orders
Width/Label
Dimensions
label print
The width of the label.
With Shortcut Keys
Toolbar
Select to display the shortcut key with the tooltip when
users hover the cursor over a button.
WO Location
Inventory
If you charged the line item to a work order, this is the
location at which the work was performed.
WO No.
Many
Unique code identifying the work order.
Work Date
Quick Work Order
Update
Date the work was performed.
Work Order
History
Work Orders
Employee and Site
Scheduling
Indicates that the site will operate on the specified date.
Work Order
Productivity %
Productivity for
WO No.
Estimated Labor hours divided by Actual Labor hours.
Work Priority
Equipment
Priority calculated by MP2. Choose Refresh Current
Work Priority from the options menu to recalculate this
field.
Working Day
Manual Work
Order Selection
Even if the date is on a weekday that the site does not
normally operate, MP2 will generate work orders on this
date.
Work Orders
Inventory
If you charged the line item to a work order, this is the sublocation at which the work was performed.
WO Type
Many
Code identifying the type of work to perform.
Write-off Account
Code
Inventory
Adjust Stock
Account code for the line item when you write it off. For
example, if you count inventory and find a line item that
should be in inventory is not, charge it to the write-off
account.
X Grid
graph print
Select to display a grid line for each X-axis value.
X Labels
graph print
Select to display a label for each X-axis value.
Year
Budget
The year for the activity.
Y Grid
graph print
Select to display a grid line for each Y-axis value.
WO Sub-Location 1
WO Sub-Location 2
WO Sub-Location 3
FIELD DEFINITIONS
329
Field
Form/Dialog Box
Definition
Y Labels
graph print
Select to display a label of each Y-axis value.
Zoom%
Print Preview
Percentage of the report or labels with respect to the
“normal” size (100%). Enter a percentage manually or click
to zoom in (enlarge) and click
to zoom out (reduce).
330
FIELD DEFINITIONS
APPENDIX B:
FILTER OPERATORS
With filter operators, you may select records to display in a form or to include in a report. For
example, you may filter the Work Orders form to view only the work orders pertaining to a
particular piece of equipment.
Refer to “Selecting Records” in Chapter 17: Reports, Graphs, and Labels for more information.
Operator
Definition
is equal to
Records that contain the Value in Field Name.
is not equal to
Records that contain a value other than the Value in Field Name.
is greater than
Records that contain a value that is greater than the Value in Field Name.
is less than
Records that contain a value that is less than the Value in Field Name.
is greater than or
equal to
Records that contain a value that is greater than or equal to the Value in Field
Name.
is less than or
equal to
Records that contain a value that is less than or equal to the Value in Field Name.
is blank
Records that contain no value in Field Name.
is not blank
Records that contain any value in Field Name.
is between
Records that contain a value, in Field Name, between Value and And (inclusive).
is not between
Records that do not contain a value, in Field Name, between Value and And
(inclusive).
contains
Records that contain the Value in Field Name. The field does not have to match the
filter value exactly, but must contain it within its contents.
does not contain
Records that does not contain the Value in Field Name.
331
Operator
Definition
matches pattern
Records that matches the specified Value and pattern in Field Name. You may use
the wildcard characters ? and * with this operator selection.
Use ? to include records that contain the value plus any single character
Use * to include records that contain the value plus zero or more characters
does not match
pattern
Records that does not match the specified Value and pattern in Field Name. You
may use the wildcard characters ? and * with this operator selection.
Use ? to include records that contain the value plus any single character
Use * to include records that contain the value plus zero or more characters
332
FILTER OPERATORS
APPENDIX C:
FORMS AND DIALOG BOXES
Forms
Form Name
Activate
Account Codes
Activities | Inventory | Accounts
Addresses
Activities | Purchasing | Addresses
Assets
Activities | Assets | Assets
Asset Locations
Activities | Assets | Locations
Asset Types
Activities | Assets | Types
Asset Physical Counting
Activities | Assets | Physical Counting
Attendance Codes
Activities | Labor | Attendance Codes
Batch Work Order Quick Update
Activities | Work Orders | Batch Work Order Quick Update
Budget
Activities | Budget
Call-in Requests
Activities | Work Requests | Call-in Requests
Cost Centers
Activities | Equipment | Cost Centers
Crafts
Activities | Labor | Crafts
Departments
Activities | Equipment | Departments
Employees
Activities | Labor | Employees
Employees Scheduling
Activities | Scheduling | Employees
Equipment
Activities | Equipment | Equipment
Equipment Types
Activities | Equipment | Equipment Types
333
Form Name
Activate
Equipment Variables
Activities | Equipment | Equipment Variables
Exchange Rates
Activities | Purchasing | Exchange Rates
Expense Classes
Activities | Work Orders | Expense Classes
Failure Analysis
Activities | Equipment | Failure Analysis
General Ledgers
Activities | Equipment | General Ledgers
Inventory
Activities | Inventory | Inventory
Inventory Sites
Activities | Inventory | Sites
Inventory Types
Activities | Inventory | Inventory Types
Inventory Warehouses
Activities | Inventory | Warehouses
Item Status
Activities | Purchasing | Item Status
Line Item Status Audit History
Activities | Purchasing | Line Item Status Audit History
Manufacturers
Activities | Inventory | Manufacturers
Nameplates
Activities | Equipment | Nameplates
On-site Requests
Activities | Work Requests | On-site Requests
On-Site Request History
Activities | Work Requests | On-site Request History
Payment Terms
Activities | Inventory | Payment Terms
Physical Inventory
Activities | Inventory | Physical Inventory
Production Schedule
Activities | Scheduling | Production
Projects
Activities | Work Orders | Projects
Purchase Orders
Activities | Purchasing | Purchase Orders
Purchase Order Revisions
Activities | Purchasing | Purchase Order Revisions
Purchase Order Types
Activities | Purchasing | Purchase Order Types
Purchasing History
Activities | Purchasing | Purchasing History
Quick Check-out/Return
Activities | Inventory | Quick Check-out/Return
Quick Meter Entry
Activities | Equipment | Quick Meter Entry
Quick Receive
Activities | Inventory | Quick Receive
Quick Work Order Update
Activities | Work Orders | Quick Work Order Update
Quotations
Activities | Purchasing | Quotations
Requisitions
Activities | Purchasing | Requisitions
Reserved Items
Activities | Inventory | Reserved Items
Return Reason Codes
Activities | Purchasing | Return Reason Codes
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FORMS AND DIALOG BOXES
Form Name
Activate
Service Codes
Activities | Purchasing | Service Codes
Service Contracts
Activities | Equipment | Service Contracts
Site Scheduling
Activities | Scheduling | Sites
Spare Parts
Activities | Equipment | Spare Parts
Statistical Predictive Maintenance
Activities | Statistical Predictive Maintenance | Statistical
Predictive Maintenance
Tasks
Activities | Tasks | Tasks
Task Instructions
Activities | Tasks | Instructions
Tax Information
Activities | Purchasing | Tax Information
Tenants
Activities | Work Requests | Tenants
Timekeeping
Activities | Labor | Timekeeping
Units of Measure and Purchase
Activities | Inventory | Units of Measure and Purchase
Update Spare Parts Lists
Activities | Equipment | Update Spare Parts Lists
Vendor List
Activities | Inventory | Vendor List
Vendors
Activities | Inventory | Vendors
Work Orders
Activities | Work Orders | Work Orders
Work Order History
Activities | Work Orders | Work Order History
Work Order Types
Activities | Work Orders | Work Order Types
Work Order Scheduling
Activities | Scheduling | Work Orders
Dialog Boxes
Dialog Box Name
Activate
ABC Analysis
Activities | Inventory | ABC Analysis
About MP2 Enterprise
Help | About MP2…
Active Purchase Orders
Activities | Inventory | Vendors | Option Menu | Show
Active Purchase Orders
Adjust Stock Level
Activities | Inventory | Inventory | Option Menu | Adjust
Stock
Asset Value
Activities | Equipment | Equipment | Option Menu | Asset
Value
Check Out Items
Activities | Inventory | Inventory | Option Menu | Check Out
Close Purchase Orders
Activities | Purchasing | Close Purchase Orders
FORMS AND DIALOG BOXES
335
Dialog Box Name
Activate
Costs for WO No.
Activities | Work Orders | Work Orders | Option Menu |
Material and Labor Cost
Edit Nameplate
Activities | Equipment | Equipment | Option Menu |
Nameplates | Edit Nameplates
Edit the Structure of Equipment
Variable
Activities | Equipment | Equipment | Option Menu |
Equipment Variables | Edit Equipment Variable
Edit the Structure of Nameplate
Activities | Equipment | Equipment | Option Menu |
Nameplates | Restructure Nameplate
EOQ Analysis
Activities | Inventory | EOQ Analysis
Equipment Locations
Activities | Equipment | Locations
Export to Microsoft Project
Activities | Work Orders | Export to Microsoft Project
Generate Asset Locations
Activities | Assets | Generate Locations
Generate Asset Numbers
Activities | Assets | Generate Numbers
Generate Purchase Orders
Activities | Purchasing | Generate Purchase Orders
Generate Quotations
Activities | Purchasing | Generate Quotations
Generate Requisitions
Activities | Purchasing | Generate Requisitions
Generate Work Orders
Activities | Work Orders | Generate Work Orders
Help Topics: MP2 Help
Help | MP2 Help Topics
Help Topics : Windows Help
Help | How to use Help
Item Status
Activities | Inventory | Inventory | Option Menu | Item
Status
Locations
Activities | Equipment | Locations
Move Stock
Activities | Inventory | Inventory | Option Menu | Move
Stock
Parts Availability
Activities | Equipment | Equipment | Option Menu | Parts
Availability
Parts Availability
Activities | Equipment | Spare Parts | Option Menu | Parts
Availability
Physical Counting Sheets
Activities | Inventory | Physical Inventory | Option Menu |
Print Counting Sheet
Print Receiver Item Labels
Activities | Purchasing | Print Receiver Item Labels
Purchase Orders
Activities | Purchasing | Print Purchase Orders
Purchase Orders with Exchange
Rate
Activities | Purchasing | Purchase Orders | Option Menu |
Print PO with Exchange Rate
336
FORMS AND DIALOG BOXES
Dialog Box Name
Activate
Purchasing Receiving Status
Activities | Purchasing | Purchase Orders | Option Menu |
Receive Items | Option Menu | Receiving Status
Purge SPM Data
Activities | Statistical Predictive Maintenance | Statistical
Predictive Maintenance | Option Menu | Purge SPM Data
Purge Timekeeping Records
Activities | Labor | Timekeeping | Option Menu | Purge
Timekeeping Records
Quick Receive
Activities | Purchasing | Quick Receive
Quotations
Activities | Purchasing | Print Quotations
Recalculate Labor Hours
Activities | Tasks | Tasks | Option Menu | Recalculate
Labor Hours
Recalculate Task Durations
Activities | Tasks | Tasks | Option Menu | Recalculate Task
Durations
Receive Items/Services
Activities | Purchasing | Purchase Orders | Option Menu |
Receive Items/Services
Remove On-site Request History
Activities | Work Requests | Remove On-site Request
History
Requisitions
Activities | Purchasing | Print Requisitions
Return Items/Services
Activities | Inventory | Inventory | Option Menu | Return
Items/Services
Set Invoice Number
Activities | Purchasing | Purchase Orders | Option Menu |
Set Invoice Number
Tip of the Day
Help | Tip of the Day
Toolbar
View | Toolbar
Total Cost
Activities | Equipment | Equipment | Option Menu | Total
Cost
Tracking Transactions
Activities | Inventory | Physical Inventory | Option Menu |
Update Stock Level
Work Order Projection
Activities | Work Orders | Projection
FORMS AND DIALOG BOXES
337
GLOSSARY
ABC analysis
Analysis used to group inventory items by usage: high (A), medium (B), and
low (C).
add-ons
Supplementary products for your MP2 system, including Barcode, OSHA
Regulations, etc.
alphanumeric
Any letter, number, or symbol.
ASCII
American Standard Code for Information Interchange; a sequence of 128
standard characters.
asset
Any item for which you want to track information such as depreciation,
location, value, etc. Assets do not have to be equipment, but equipment can
also be assets.
asset types
Categories of assets with common characteristics.
attendance exception
Exception to the regular workday, such as vacation, sick, holidays, etc.; also
referred to as “scheduling exception.”
audit trail
MP2 function that traces user actions, such as insertions, deletions, and
modifications of records, which helps a facility comply with federal
regulations. Only the System Administrator can set up an audit trail.
axis
The horizontal or vertical line that defines the range of values plotted on a
graph. The x-axis is the horizontal line and the y-axis is the vertical line.
backlogged work order
Work orders that have surpassed their scheduled finish date.
batch printing
Procedure of selecting multiple records to print all at one time.
blanket PO
Purchase order to a particular vendor that does not contain pre-determined
items, quantities, or costs.
branch
A division of a larger group.
browse
To look through a list of files or possible field entries.
button
Graphical image that you click to perform an action.
case-sensitive
Sort order based on lower and upper case letters. If your database is casesensitive and you enter BRNG-01 for an item number, when you search for
that item number, you must enter the search value in upper case letters;
otherwise, MP2 will not find the item.
339
check box
Box that you can select or clear to set an option. You can select more than one
check box in a set.
child equipment
Component of a piece of equipment.
click
To select an item by placing the cursor on it and pressing the left mouse
button.
clipboard
Temporary storage for cut or copied information, which can be inserted into a
record. The information remains in the clipboard until you cut or copy again or
exit MP2.
close
To transfer “open” information from work orders, purchase orders, etc. to
history tables.
closed status
Status of a work order, purchase order, or service request that indicates that the
task is complete and ready to transfer to history.
code
Alphanumeric abbreviation that represents a longer title or description.
component
Sub-unit of a piece of equipment. For example, the carburetor is a component
of a motor.
confirm-to address
Address to which a vendor sends written confirmation of an order.
context-sensitive help
Help about a specific field or form. When context-sensitive help is activated,
the cursor changes to a question mark and a pointer.
contract
Agreement between a vendor and a customer that contains payment and
shipping terms for inventory that is ordered and received.
contractor
Contract employee. Any person that is not officially employed by your
company but who performs work.
copy
To duplicate information from its original source.
cost center
Division that uses resources but does not directly generate revenue.
costs
Usually refers to parts and/or labor costs associated with work orders.
counting sheets
Hard copy lists that employees use to physically count inventory items or
assets.
craft
Trade category of employees (e.g., mechanics or electricians).
crew
Group of craft members assigned to a task or work order.
criteria
Conditions that a record must meet in order to be selected during a query.
current value
Present monetary value of equipment calculated by subtracting accumulated
depreciation from the original equipment cost.
cut
To remove information from one location and store it in the clipboard so that it
can be inserted into a different location.
data
Information stored in a table.
data collection forms
Forms you may use when collecting maintenance information for initial input
into MP2. You may print these forms from MP2’s Help.
database
Organized collection of related information stored in tables. MP2 stores all of
your maintenance information in a database.
default
When MP2 automatically enters information into a field.
340
GLOSSARY
delete
To remove information permanently.
department
Division of a facility comprised of related jobs to which expenses are charged
and purchases are receipted.
depreciation
Systematic lessening of the basic value of an asset over its estimated useful
life.
desktop
Appearance of the screen in MP2.
dialog box
Message box that contains command buttons and options through which the
user can execute a command or task. When you open a dialog, you cannot
access any other options.
directory
Location of a file or folder on the computer’s storage device.
double-click
To select an item by placing the cursor on it and rapidly pressing the left
mouse button twice.
down time
Number of hours a piece of equipment is out of operation during a task.
drop-down list
Single line text box that opens to display more choices when you click a
downward pointing arrow.
duplicate schedule
Type of task that is similar to a fixed schedule, except that MP2 generates a
work order each time the next due date arrives. Even if an open work order for
a duplicate task exists in the Work Order table, MP2 generates another work
order and reschedules the next due date in the task record.
EAM
Enterprise Asset Management.
EOQ
Economic Order Quantity—process by which MP2 finds an order quantity and
order frequency that minimizes the cost of inventory.
equipment
Any item on which you perform and track maintenance.
equipment type
Classification of equipment by function or purpose, which simplifies
comparisons of similar equipment.
equipment variables
User-defined table in which you may define equipment fields that do not
appear on the Equipment form. Equipment variables allow you to track
changes to field values over time.
exchange rates
Rate by which you may compare another country’s currency value to United
States dollars. Use exchange rates for vendors not in the United States.
expense classes
Categories identifying charges for maintenance tasks. Use expense classes to
track expenses for any user-defined task category.
export
Function allowing you to copy MP2 data to another database file.
family, equipment
All components of a piece of equipment, listed in outline form.
field
A single topic of information in a record.
FIFO
(First In First Out) Method of tracking inventory costs in which older stock is
used before newer stock. Using this method, current operating costs and stockon-hand values usually reflect nearly current purchase prices.
file
Collection of information stored under one name.
filter
MP2 function that limits records included in reports or forms to those that
meet criteria you have established.
GLOSSARY
341
fixed schedule
Type of task for which MP2 sets the due date for the next work order
according to a set frequency. MP2 will not generate a new work order for a
task if you have not yet closed the previous work order.
floating schedule
Type of task for which MP2 resets the next due date for a task based on the
close date of the last work order.
font
The typeface used, such as Times New Roman or Helvetica. In MP2, you may
not change the fonts of fields in non-tabular reports.
footer
Text that MP2 prints at the bottom of a report. By default, MP2 may print a
note about the report in the footer.
form
An object, in an easy-to-read format, in which you may view the contents of
one or more tables.
frequency
Time interval at which a task is performed, such as daily, monthly, or annually.
general ledger
“Book” in which the accounting department records expenses and revenues for
pre-defined divisions, which helps them track costs.
graph
Diagram showing a pictorial analysis of data.
graph series
Data points being graphed.
graph style
Type of graph, such as pie, bar, or 3D bar.
graphic
Computer-generated or scanned picture that you can attach to equipment or
task records.
group
To connect multiple filter conditions or pieces of information, creating a single
unit.
header
Text that MP2 prints at the top of a report. By default, MP2 prints the report
name and facility name in the header.
hidden
Not viewable to the current user; i.e., a hidden field, established with MP2’s
Security function.
history
Database that holds information about maintenance activities that are
completed; for example, Work Order History or Purchasing History.
hold status
Work order status that indicates that the work is not currently being performed.
If a work order status is “Hold,” and the Scheduled Start Date falls into the
work order generation date range, MP2 generates the work order during
Manual generation along with all due tasks.
home site
Site that MP2 automatically displays when you log in or when you insert
records related to that site.
hot key
Underlined letter in a menu title or a drop-down menu option that you can
press to select the menu or option. Activate a menu by holding down ALT and
pressing the underlined letter. Select a drop-down menu option by pressing the
underlined letter.
icon
Graphic representing an MP2 form or function.
identification method
Method by which you number, or code, your data for organization in MP2.
import
To bring in data from another source.
in service
State of a piece of equipment that indicates that it is currently operating.
342
GLOSSARY
inventory
Part or tools that are used for maintenance.
key field
Field or group of fields in an MP2 table used to order records and ensure
referential integrity. Establishing a key has three effects: (1) prevents the table
from containing duplicate records, (2) sorts the records based on the key fields,
and (3) creates a primary index for the table.
key word
Word or code that MP2 looks for in a field when performing a search.
keyboard shortcut
Key or key combination that performs a MP2 function, eliminating the need to
access the menu bar. Keyboard shortcuts work only when the menus are not
active.
label
Printed equipment information which can be attached to stock bins, inventory
items, or equipment.
labor
Employee time used for work.
layout
Appearance of the information on screen or when printed.
lead time
Amount of time between placing an order with a vendor and receiving the
order.
leading zeros
Extra zeros placed before lower numbers, for example single digits, so that
MP2 will sort the field correctly.
life
Length of time a piece of equipment is considered to be useful.
LIFO
(Last In First Out) Method of tracking inventory costs in which the most
recently acquired stock is used before older stock. Using this method, purchase
prices and operating costs reflect current prices, but stock-on-hand values
remain constant.
list view
Displays a tabular listing of all the records in a form. Use this view to quickly
locate a specific record or to enter, view, or edit information on many records
at one time, in one location.
location
Specific area in which you store inventory or house equipment, such as a
building, floor, or room.
login name
Name or set of characters that allow you to access MP2.
lookup field
Field in which you can enter a value or browse for a value in a lookup form.
lookup form
Form that lists all valid values for a corresponding lookup field. In standard
lookup forms, you select one value. In multiple-record lookup forms, you can
select several values.
lookup table
Type of table containing all values for a specific field. Lookup tables ensure
that you enter valid values in certain fields.
maintenance
Periodic work performed on a machine to replace or repair parts or
components.
master schedule
A schedule containing the facility’s routine tasks for an extended period of
time, such as a year, which helps you gauge resource usage.
maximize
To enlarge a window to its largest possible size.
mean
Mathematical average.
memo field
Field in which you enter extended text, such as a note or comment.
GLOSSARY
343
menu bar
Horizontal strip across the top of the window that lists menu titles, such as File
or Edit. Open menus by clicking on the menu title or by holding down ALT
while pressing the underlined letter in the title.
meter
Device used to measure usage of a piece of equipment by cycles or time. A
vehicle’s odometer, for example, measures usage of the vehicle by miles.
minimize
To reduce a window to an icon.
modem
Device used to access and/or transfer information over a telephone line.
module
Part of MP2 designed to manage specific maintenance functions. Example:
Purchasing module.
MP2 wizard
MP2 feature that teaches you to perform functions by guiding you through
each step.
nameplate
User-defined table in which you may define equipment fields that do not
appear on the Equipment form.
node
Branch on the components tree.
non-inventory
Item that is not a part or tool used for maintenance.
open
To display a window, which contains information such as tables and dialog
boxes.
open status
Work order status that indicates that the work is currently being performed.
operator
Specifies the relationship between the Value and Field Name listed in the
condition when defining filters.
optimistic locking
MP2 function that ensures data integrity. If multiple users are working on the
same record simultaneously, MP2 accepts only those changes posted first. If
MP2 is running a process, only changes posted before it reaches the record are
incorporated.
options menu
Menu that contains functions available only with the current open form. Click
the right mouse button on any form to open the options menu, if one exists for
the form.
orientation
Position of the paper in relation to the text printed on it, either vertical
(portrait) or horizontal (landscape).
OSHA
“Occupational Safety and Health Administration” regulations available for
placement in MP2 equipment, task, or work order records.
page
Subsection of a form accessed by clicking a tab on the form.
parent, equipment
Equipment record for which “child” or component records are listed.
parts
Inventory items used for maintenance of equipment.
parts availability
Actual number of parts available, after considering quantities on hand,
quantities reserved for work orders, and quantities on purchase orders.
password
Code used in conjunction with a UserID to gain access to MP2.
paste
To insert previously cut or copied information into a record.
path
Location of files.
344
GLOSSARY
PDF files
Portable Document Format files accessible with Adobe Acrobat Reader. PDF
files are stored on the MP2 CD and can be printed by the System
Administrator if additional copies of the documentation are needed.
physical inventory
Process of “physically” counting your current stock and comparing the levels
to the quantities existing in MP2 inventory records.
post
To update all related MP2 records and forms by closing a record after you have
completed working on it.
primary field
Field that MP2 sorts records by. If multiple records contain identical
information in the primary field, MP2 performs a subsidiary sort of those
records using secondary and tertiary fields.
printer
Prints the information processed by your computer; for example, MP2 reports
and graphs.
project
Particular job to which the work is related.
project tasks
Tasks associated with a project.
projection
A plan for future tasks and allocation of labor resources that achieves
maximum efficiency and utilization based upon estimated labor hours required
to complete the work order.
purchase order
Used to order the inventory items and non-inventory items that have been
requisitioned.
purchasing center
Manages all purchasing related issues for sites/facilities.
purge
To remove old records from memory storage. Once records have been purged,
they cannot be retrieved.
queue
Order in which MP2 processes information.
Quick Access bar
Group of buttons that allows immediate access to MP2 forms and reports.
quotations
Requests to vendors for prices of parts and equipment.
radio button
Round button in dialog boxes used to choose one option in a set.
read-only
Access rights that allow users in a certain security role to be able to only access
and view fields, forms, or menu items. You set up read-only access rights with
MP2’s Security function.
Ready status
Work order status that indicates that the work is not currently being performed.
If a work order status is “Ready,” and the Scheduled Start Date falls into the
work order generation date range, MP2 generates it along with all due tasks.
reasons for outage
(RFO)
Reasons why equipment is not in operation and needs maintenance. Use RFO
codes to track and evaluate why work is being done.
receipt
Acknowledgement that the requisitioned or ordered item has been received.
receiving
Taking possession of inventory delivered by a vendor, and entering the receipt
information in to MP2.
record
Group of related fields of data.
record view
Displays all information for a selected record. Use to view, enter, and edit
information in a record without opening several forms or reports.
refresh schedule
MP2 function that calculates short and excess projected employee hours.
GLOSSARY
345
report
Information from tables that MP2 organizes for printing or previewing on
screen.
requested service
Category of services based on common characteristics.
required field
See key field.
requisitions
Requests for approval from company authorities to purchase parts and
equipment.
reserved
Parts allocated to work orders but not available for usage in another area.
response time
The duration between when work was requested and when it is performed.
MP2 calculates response time by subtracting the Request time from the
Scheduled time.
rollover count
Number of times the meter has rolled over. MP2 calculates this when the
rollover point passes.
rollover point
Point at which the meter rolls over.
save
To record information in memory so that it can be retrieved later.
scheduling exception
Exceptions to the regular workday, such as vacation, sick, holiday, etc.; also
referred to as “attendance exception.”
search
MP2 function allowing you to query a certain field to find a specific record.
select
To choose an item by clicking on it. Selected text appears highlighted.
service contract
Purchased extended warranty on a piece of equipment.
shadowing
Option when creating task records that generate at different intervals but that
contain the same instructions. Shadowing tasks avoids generating duplicate
work orders.
ship-to address
Address to which the vendor ships the ordered line items.
signal tag
Reference number or code for a data acquisition device.
single source
Vendor term that indicates no other bids are considered for a particular item.
site
Physical locations for the company. For example, Acme Manufacturing has
sites located in Atlanta, Chicago, and Denver.
sort
To put records in alphabetic or numeric order according to the contents of the
primary field.
sort order
Method by which your data is alphabetically or numerically ordered within the
data tables.
source table
Table from which information is being copied (to a destination table).
spreadsheet
Type of file to which MP2 exports tables.
standard deviation
Statistical measure of variability calculated as the square root of the average
distance from a value to the mean.
statistical predictive
maintenance
Term used for using the manufacturer’s specifications or historical analysis to
predict equipment failure before the equipment actually breaks down.
status bar
Horizontal area at the bottom of the MP2 main window.
346
GLOSSARY
substitute item
Inventory item that could be used in place of the listed inventory item, if
necessary.
tab
A rectangular flap that appears at the top of an opened page, simulating a tab
on a file folder. To view a page in a form, click the correctly labeled tab.
table
Structure made up of rows and columns that contain information. MP2 stores
all of your equipment information in one table, your inventory information in a
second table, and your work orders in a third table.
table view
Displays a table in a row and column format.
tabular format
Arrangement of information in a list.
task
In MP2, work that is done on a regularly scheduled basis, such as inspections
or preventive maintenance.
text box
Field into which you directly enter the requested information.
toolbar
Group of buttons normally below the menu bar that you can click to perform
many MP2 functions without accessing the menu bar.
tooltip
Pop-up description that MP2 displays when you hover the cursor over a
button.
transaction
Change in inventory level, e.g., check-outs, returns.
tree view
Displays records in their hierarchical relationships.
tutorial
Sample MP2 data used to test and learn.
unscheduled work
orders
Work orders that have no scheduled start date. MP2 displays the Scheduled
Start Date for unscheduled work orders as 01/01/1900.
UOM
Unit of Measure; unit by which this item is measured, such as EACH or
GALLON.
user-defined field
Field in which you can add company specific information.
utilization
Percent measurement of how efficiently resources, such as employee and craft
labor, are being used.
vendor
Supplier of inventory or equipment, contract employee, or manufacturer of
equipment or inventory.
vendor address
Address of the vendor from which you order items.
warehouse
Warehouse in which you store inventory.
weighted averaging
Method of tracking inventory costs using the average cost per unit. MP2
calculates the average by adding the cost of the current inventory to the cost of
new purchases and dividing that sum by the total number of units.
window
An area on the screen that contains information.
work order
Primary document used to authorize the assignment of work and the allocation
of parts to the maintenance and repair of equipment.
work order types
Classification of work orders by function or purpose. You may generate work
orders or create reports and graphs based on work order types.
work request
Requests for work from tenants (call-in requests) or company personnel (onsite requests) entered by facility personnel.
GLOSSARY
347
working directory
348
Directory currently in use.
GLOSSARY
INDEX
A
ABC analysis, 107
classifying items, 108
interpreting reports, 109
ABC Analysis dialog box, 108
accounts
creating records, 88
deleting, 32
Active Purchase Orders dialog box, 55
Activities menu, 12
add records, 25
Add-On Guide contents, 6
addresses
confirm to, 198
purchase orders, 198
ship to, 198
vendors, 51, 198
Adjust Stock Levels dialog box, 100
Adobe Acrobat files, 7
ALT+BACKSPACE, 15
analysis
ABC, 107
EOQ, 109
equipment failure, 79
inventory, 273
types
categorical, 275
histogram, 275
pareto, 273
time series, 274
work orders, 273
approve
on-site requests, 144
requisitions, 187
blanket purchase orders, 201
pre-approving, 186
Asset form, 220
Asset Locations form
List View page, 219
Record View page, 221
Asset Physical Counting form, 222
asset types
creating records, 218
deleting, 32
Asset Value dialog box, 85
assets
counting, 221
adjustment report, 222
entering counts, 222
initializing the table, 222
printing counting sheets, 221
creating records, 220
deleting, 32
generating numbers, 219
locations
deleting, 219
viewing, 221
reports, 248
attendance codes
creating records, 42
deleting, 32
audit purchase orders
line item status, 210
B
Batch Work Order Quick Update form, 162
blanket purchase orders, 200
approving requisitions, 201
generating
purchase orders, 202
requisitions, 201
setting up, 200
Budget form, 224
budgets
analyzing, 224
clearing the current, 225
graphs, 225
349
reports, 225
buttons
copy text, 13
cut, 13
ditto, 13
filter, 13
help, 14
open form, 13
paste text, 13
print, 13
print preview, 13
radio, 33
records
copy, 13
find, 13
find next, 13
new, 13
number, 14
paste, 13
undo, 13
refresh data, 13
remove filter, 13
save layout, 13
sort ascending, 13
sort descending, 13
undo field, 13
C
calculate
asset values, 84
equipment costs, 84
inventory costs, 107
inventory usage, 106
call-in requests
creating, 141
deleting, 32
history, 142
status, 142
submitting, 141
tenants, 140
Call-in Requests form
Call-in Request page, 141
Status page, 142
categorical reports and graphs, 275
Change Key Value dialog box, 26
check boxes, 33
Check Out Items dialog box, 97
close
forms
keyboard shortcuts, 14
methods, 25
MP2, 39
purchase orders, 212
completed, 213
individual, 212
selected, 212
350
work orders, 164
individual, 164
multiple, 165
Close Purchase Orders dialog box, 213
Column Definition dialog box, 171
comments, work orders
adding, 158
copying to all equipment/locations, 159
components, equipment, 70
confirm-to addresses, 198
contractors, work orders, 156
copy
records
menu option, 26
procedure, 26
toolbar button, 13
text
keyboard shortcut, 15
menu option, 26
toolbar button, 13
cost centers
adding to equipment records, 63
creating records, 60
costs
equipment
labor, 84
maintenance, 84
material, 84
original, 63
replacement, 63
item
calculating, 107
editing, 107
entering, 90
purchase orders, 203
requisitions, 185
work orders
labor, 163
materials, 163
Costs for WO No. dialog box, 164
count
assets, 221
adjustment report, 222
entering counts, 222
initializing the table, 222
printing counting sheets, 221
inventory, 103
adjustment report, 104
entering counts, 103
posting counts, 103
printing counting sheets, 103
crafts
adding scheduling information, 157
creating records, 42
deleting, 32
tasks, 133
INDEX
work orders
projecting hours, 151
scheduling information, 157
CTRL+C, 15
CTRL+DELETE, 15
CTRL+END, 15
CTRL+F, 15
CTRL+F4, 14
CTRL+F6, 14
CTRL+HOME, 15
CTRL+N, 15
CTRL+O, 15
CTRL+P, 15
CTRL+S, 14
CTRL+TAB, 14
CTRL+V, 15
CTRL+W, 14
CTRL+X, 15
CTRL+Z, 14
currency, exchange rates, 48
customize
field backgrounds and colors, 15
form backgrounds and colors, 15
Quick Access bar, 16
toolbar, 17
cut text
keyboard shortcut, 15
menu option, 26
toolbar button, 13
D
data
adding records, 25
collection forms, 18
deleting records, 32
entering in sequence, 18
entering into fields, 33
guidelines for entering, 18
inventory, analyzing, 273
refresh, 13
sample, 7
work orders
analyzing, 273
exporting, 167
dates, fields, 34
delete
filters, 30
keyboard shortcut, 15
procedure, 32
text, 26
toolbar button, 21
departments
adding to equipment records, 63
creating records, 60
deleting, 32
INDEX
descriptions
equipment, 63
items, 89
tasks, 131
deviations, 232
dialog boxes, list of, 335
ditto toolbar button, 13
documentation
Adobe Acrobat files, 7
conventions, 6
organization, 6
drawings. See multimedia files
drop-down lists, 33
duplicate tasks, 133
E
economical order quantity analysis. See EOQ
analysis
Edit Equipment Variable Table dialog box, 78
Edit menu, 11
Edit Nameplate dialog box, 76
edit text, 26
Edit the Structure of Equipment Variable dialog
box, 77
Edit the Structure of Nameplate dialog box, 76
e-mail reports, 243
Employee Scheduling Exceptions dialog box, 118
Employee Scheduling form
normal working hours, 116
scheduling exceptions, 117
employees
basic information, 42
creating records, 42
deleting, 32
items
checking out, 96
quick return, 99
returning, 98
productivity, 166
scheduling
exceptions, 117
regular hours, 116
training information, 43
wage information, 44
work orders, 156
Employees form
Record View page, 43
Training page, 44
Wage Rates page, 45
Enter Password dialog box, 10
EOQ analysis, 109
EOQ Analysis dialog box, 110
EOQ Analysis form, 111
equipment, 59
adding service contracts, 73
analyzing failure, 79
351
asset values, 84
components, 70
cost centers, 63
costs
labor, 84
maintenance, 84
material, 84
original, 63
replacement, 63
creating records, 62
definition, 59
deleting, 32
departments, 63
descriptions, 63
downtime, 119
failure analysis, 79
reasons for outage, 79
solutions, 80
financial data, 63
general ledger numbers, 63
graphs, 270
history, 85
locations, 60
meters
adding, 68
updating readings, 69
work orders, 162
multimedia files, 31
parents, 70
reports, 248
safety information, 64
service contracts
viewing equipment, 74
spare parts
adding to equipment records, 65
creating lists, 65
updating from work order history, 66
SPM, 229
sub-locations, 60
tasks, 131
troubleshooting failure, 83
user-defined fields, 34
variables
creating records, 77
deleting, 32
editing, 79
entering information, 78
viewing, 79
work orders
adding, 155
generating for, 149
Equipment form
Components page, 71
Financial Data page, 63
History page, 85
Meters page, 69
Record View page, 62
352
Safety notes page, 64
Spares page, 66
equipment types
creating records, 60
deleting, 32
Equipment Variables form, 77
exchange rates
creating records, 48
deleting, 32
Exchange Rates form, 49
exit MP2, 39
expense classes
creating records, 148
deleting, 32
export
reports, 242
work orders, 167
Export to Microsoft Project dialog box, 167
F
F1, 14
F3, 15
failure analysis
equipment failure tree
creating, 79
modifying, 82
navigating, 80
reasons for outage
adding, 79
copying, 82
editing, 82
moving, 82
removing, 82
solutions
adding, 80
editing, 82
removing, 82
troubleshooting, 83
Failure Analysis form
Tree View page, 81
Troubleshooting page, 83
fax purchase orders, 205
fields
check boxes, 33
customizing, 15
dates, 34
definitions
all, 279
general, 33
drop-down lists, 33
entering data, 33
help, 8
lookup, 33
memo, 33
next, keyboard shortcut, 14
previous, keyboard shortcut, 14
INDEX
radio buttons, 33
rearranging, 34
reports, 246
required, 33
resizing, 34
text boxes, 33
time, 35
undo
keyboard shortcut, 14
menu option, 26
toolbar button, 13
user-defined, 34
File menu, 11
File Open dialog box, 168
File Save dialog box, 173
files
attaching, 31
saving, 38
Filter dialog box, 28
filters
applying, 29
conditions
adding, 28
deleting, 28
displaying previous, 28
grouping, 28
joining, 28
next, 28
defining, 27
deleting, 30
modifying, 29
operators, 331
records, 27
removing
procedure, 29
toolbar button, 13
saving
after modification, 29
public or private, 29
temporary, 29
toolbar button, 13
financial data, equipment, 63
find
next record
keyboard shortcut, 15
toolbar button, 13
record
keyboard shortcut, 15
procedure, 27
toolbar button, 13
Find dialog box, 27
first record
keyboard shortcut, 15
toolbar button, 21
fixed tasks, 132
floating tasks, 132
footers, reports, 247
INDEX
forms
closing, 25
customizing, 15
data collection, 18
definition, 20
help, 8
list of, 333
list view, 22
lookup, 35
opening previously opened forms, 22
record view, 23
restoring the default layout, 25
saving layout
keyboard shortcut, 14
procedure, 24
switching among open forms, 22
toggling between, keyboard shortcuts, 14
toolbar, 21
function keys
F1, 14
F3, 15
G
general ledger numbers
adding to equipment records, 63
creating records, 60
deleting, 32
generate
blanket purchase orders, 202
purchase orders, 194
quotations, 176
requisitions
blanket purchase orders, 201
efficient system, 182
from quotations, 179
work orders, 148
using SPM limits, 231
Generate Asset Locations dialog box, 218
Generate Asset Numbers dialog box, 220
Generate Purchase Orders dialog box, 194
Generate Quotations dialog box, 176
Generate Quotations form, 176
Generate Requisitions dialog box, 182
Generate Requisitions form, 183
Available Vendors page, 201
Generate Work Orders dialog box
Options page, 149
Sort page, 150
graph print dialog box
Gallery page, 266
Options/Titles page, 266
graphics. See multimedia files
graphs, 267
analysis
inventory, 269
work orders, 269
353
budgets, 225
categorical, 275
equipment, 270
histogram, 275
inventory analysis, 269, 276
labels
X axis, 266
Y axis, 266
list of, 267
margin titles, 266
opening existing, 245
pareto, 273
previewing, 267
saving analysis, 277
scheduling, 267
selecting type, 265
statistical predictive maintenance, 268
time series, 274
titles, 266
work orders, 269
analysis, 269, 276
work requests, 268
X axis
grid, 266
labels, 266
Y axis
grid, 266
labels, 266
Graphs menu, 12
guidelines for data entry, 18
H
headers, reports, 247
help
complete list of topics, 8
Datastream website, 8
field, 8
form, 8
keyboard shortcut, 14
menu, 12
tips of the day, 8
toolbar button, 14
histogram reports and graphs, 275
history
call-in requests, 142
equipment, 85
inventory transaction, 111
on-site requests
editing, 144
removing, 145
purchase orders, 213
work orders, 165
hot keys, 14
354
I
Import dialog box, 169
insert records
keyboard shortcut, 15
procedure, 25
toolbar button, 21
instruction lists, tasks, 130
Inter-warehouse Transfer dialog box, 102
inventory, 88
ABC analysis
classifying items, 108
interpreting reports, 109
adjusting stock levels, 100
analysis, 273
graphs, 269, 276
reports, 276
availability, 95
checking out, 96
costs
calculating, 107
editing, 107
entering, 90
counting stock, 103
entering counts, 103
posting counts, 103
printing counting sheets, 103
printing the adjustment report, 104
creating records, 88
deleting, 32
EOQ analysis, 109
graphs, 269
history, 111
locations, 90
manufacturers, 56
multimedia files, 31
notes, 93
ordering information, 90
physical inventory, 103
entering counts, 103
posting counts, 103
printing counting sheets, 103
printing the adjustment report, 104
quantities, 90
quick return, 99
receiving, 94
reports, 251
reserved parts, 105
returning, 98
sites, 90
specifications, 93
stock
adjusting levels, 100
checking out, 96
counting, 103
moving, 101
quick check out, 99
INDEX
quick return, 99
returning, 98
stock information, 89
substitute items, 92
transactions
history, 111
inventory receive, 94
stock adjustment, 100
usage, 106
user-defined fields, 34
vendors, 92
adding to inventory records, 92
creating records, 51
items supplied, 52
notes, 53
ordering method, 52
representatives, 54
warehouses, 105
Inventory Analysis dialog box, 276
Inventory form
Costs sub-page, 91
History sub-page, 112
Ordering sub-page, 90
Record View page, 89
Specifications/Notes page, 94
Stock sub-page, 90
Substitute Items page, 92
Usage sub-page, 106
Vendors page, 93
Inventory Item Cost dialog box, 90
inventory types
deleting, 32
Inventory Warehouses form, 106
invoice number, setting, 209
Item Status dialog box, 96
Item Status form, 209
items. See also inventory
availability, 95
descriptions, 89
labels, 96
purchase orders, 197
receiving, 206
returning, 207
status, 209
quotations, 178
receiving
inventory quick receive, 94
purchasing quick receive, 206
requisitions
adding to purchase orders, 189
removing from purchase orders, 190
substitute, 92
vendors, 52
K
key fields, 33
INDEX
keyboard shortcuts, 14
L
label print dialog box
Custom page, 272
Format page, 272
Layout page, 271
labels
customizing dimensions, 272
items, 96
modifying layout, 270
opening existing, 245
selecting formats, 271
labor, 41
attendance codes, 42
attendance exceptions, 45
calculating productivity, 166
crafts, 42
employee records, 42
reports, 253
tasks
adding hours, 133
recalculating hours, 135
timekeeping records
creating, 45
purging, 46
training information, 43
wage information, 44
work orders
assigning contract, 156
assigning employees, 156
crafts, 158
dividing contractor costs, 163
dividing employee costs, 161
productivity, 166
updating contractor hours, 163
Labor Assignment dialog box, 123
Labor Pool dialog box, 151
last record
keyboard shortcut, 15
toolbar button, 21
Line Item Status Audit History form, 210
list view forms, 22
locations
creating records, 60
definition, 60
inventory, 90
removing, 62
renaming, 62
tasks, 131
work orders
adding, 155
generating for, 150
Locations form, 61
locking, 32
lookup
355
fields, 33
forms
multiple-record, 36
standard, 35
M
Mail Login dialog box, 244
main window, 11
Manual Work Order Selection dialog box, 152
manufacturers
creating records, 56
deleting, 32
notes, 57
reports, 251
Manufacturers form
Notes page, 57
Record View page, 56
means, 232
measurements, 229
memo fields, 33
menu bar, 11
meters
equipment
adding, 68
updating readings, 69
work orders, 162
Microsoft Project
exporting work orders, 167
inserting the text 1 column, 170
sample files, 170
table relationships, 169
updating the export table format, 171
modules, 4
More Tables dialog box, 171
move items
between warehouses, 102
within a warehouse, 101
Move Stock dialog box, 101
MP2
basics, 9
documentation, 6
exiting, 39
graphs, 267
help, 8
hot keys, 14
keyboard shortcuts, 14
main window, 11
menu bar, 11
modules, 4
new features, 2
sample data, 7
starting, 10
tips of the day, 7
toolbar, 12
wizards, 7
multi-currency. See exchange rates
356
multimedia files, 31
N
nameplates
creating records, 75
deleting, 32
editing, 79
entering information, 76
viewing, 79
Nameplates form, 75
new records
keyboard shortcut, 15
toolbar button, 13
next field, keyboard shortcut, 14
next page, keyboard shortcut, 14
next record
keyboard shortcut, 15
toolbar button, 21
notes
inventory, 93
manufacturers, 57
purchase orders, 196
vendors, 53
number of records, toolbar button, 14
O
On-site Request History form, 145
on-site requests
approving, 144
creating records, 143
deleting, 32
history
editing, 144
removing, 145
scheduling, 122
On-site Requests form, 143
open
graphs, 245
keyboard shortcut, 15
labels, 245
reports, 245
toolbar button, 13
Open dialog box, 245
operate
menu bar, 11
MP2 main window, 11
Quick Access bar, 12
operators, 331
optimistic locking, 32
Options dialog box, 16
Organizer dialog box, 173
outage, reasons for, 60
INDEX
P
page down, keyboard shortcut, 15
Page Setup dialog box, 237
page up, keyboard shortcut, 15
parent equipment records, 70
pareto reports and graphs, 273
parts. See also inventory
availability, 67
tasks, 134
work orders, 157
Parts Availability dialog box, 68
password, 10
paste
records
menu option, 26
procedure, 26
toolbar button, 13
text
keyboard shortcut, 15
menu option, 26
toolbar button, 13
payment terms
creating records, 88
purchase orders, 197
vendors, 51
payments, service contracts, 73
PGDN, 15
PGUP, 15
physical inventory, 103
entering counts, 103
posting counts, 103
printing
adjustment report, 104
counting sheets, 103
Physical Inventory form, 104
pictures. See multimedia files
preventive maintenance, 126
previous field, keyboard shortcut, 14
previous page, keyboard shortcut, 14
previous record
keyboard shortcut, 15
toolbar button, 21
print
data collection forms, 18
graphs, 267
keyboard shortcut, 15
labels for inventory items, 96
purchase orders
individual, 204
multiple, 204
quotations
individual, 179
multiple, 179
reports, 242
requisitions
individual, 188
INDEX
multiple, 188
toolbar button, 13
work orders
after scheduling, 124
immediately after generation, 149
individual, 159
multiple, 160
print preview, toolbar button, 13
Print Setup dialog box, 242
printers, changing, 242
Production Schedule form, 119
Productivity for WO No. dialog box, 166
project
tasks, 137
work orders, 120
Project. See Microsoft Project
Project Information dialog box, 171
projects
creating records, 153
deleting, 32
Projects form, 153
Purchase Order Revisions form, 211
purchase orders
active, 55
addresses
confirm-to, 198
ship-to, 198
vendors, 198
auditing line item status, 210
blanket purchase orders, 200
closing, 212
completed, 213
individual, 212
selected, 212
costs, 203
creating records, 195
deleting, 32
exchange rates, 48
faxing, 205
fulfillment information, 197
generating, 194
blanket purchase orders, 202
history, 213
invoice number, 209
items
adding, 197
receiving, 206
returning, 207
status, 209
multimedia files, 31
notes, 196
ordering information, 197
payment terms, 197
printing
individual, 204
multiple, 204
receiving
357
history, 214
line items, 206
return reason codes, 194
returning line items, 207
revisions, 210
service codes, 194
services
adding, 197
receiving, 206
returning, 207
shipping terms, 197
statistics, 55
status, 202
tax codes, 199
taxes, 49
types, 194
vendors
addresses, 198
Purchase Orders form
Costs page, 203
Line Items page, 196
Order page, 197
Record View page, 195
Tax page, 199
purchasing centers, 37
Purchasing History form
Receipts page, 215
Record View page, 214
purge
on-site request history, 145
quotations, 180
SPM readings, 232
timekeeping records, 46
Purge SPM Data dialog box, 233
Purge Timekeeping Records dialog box, 46
Q
quantities on hand, 90
Quick Access bar
customizing, 16
operating, 12
Quick Access Bar dialog box, 16
Quick Check-out/Return form, 99
quick entry, work orders, 160
Quick Meter Entry form, 70
quick receive
inventory, 94
purchasing, 206
Quick Receive dialog box, 206
Quick Receive form, 95
Quick Start Guide contents, 6
Quick Work Order Update form, 161
quotations
creating records, 177
deleting, 32
generating, 176
358
items, 178
multimedia files, 31
printing
individual, 179
multiple, 179
purging, 180
Quotations form
Items page, 178
Quotations page, 177
Vendors page, 178
R
radio buttons, 33
readings
meters, 68
SPM, 230
rearrange, fields, 34
Reason for Outage dialog box, 80
reasons for failure codes. See RFF codes
reasons for outage codes. See RFO codes
Recalculate Labor Hours dialog box, 135
Recalculate Task Durations dialog box, 136
receive
items
inventory, 94
purchase orders, 206
requisitions, 190
services
purchase orders, 206
requisitions, 190
record view forms, 23
records
adding, 25
copying, 26
definition, 25
deleting
keyboard shortcut, 15
procedure, 32
toolbar button, 21
editing, 26
employees, 42
equipment, 62
filtering, 27
filters operators, 331
first
keyboard shortcut, 15
toolbar button, 21
inserting
keyboard shortcut, 15
procedure, 25
toolbar button, 21
inventory, 88
last
keyboard shortcut, 15
toolbar button, 21
locations, 60
INDEX
locking, 32
manufacturers, 56
new
keyboard shortcut, 15
toolbar button, 13
next
keyboard shortcut, 15
toolbar button, 21
on-site requests, 143
pasting, 26
previous
keyboard shortcut, 15
toolbar button, 21
purchase orders, 195
quotations, 177
requisitions, 183
searching, 27
service contracts, 72
sorting, 30
reports, 239
statistical predictive maintenance, 228
tasks, 131
tenants, 140
undo, 26
vendors, 51
work orders, 154
refresh data, toolbar button, 13
remove
filters
procedure, 29
toolbar button, 13
locations, 62
Remove On-site Request History dialog box, 145
rename, locations, 62
report print dialog box
Destination page, 236
Fields page, 246
Header/Footer page, 247
Select page, 238
Sort page, 240
reports
assets, 248
budgets, 225
categorical, 275
e-mailing, 243
equipment, 248
exporting, 242
fields, 246
footers, 247
headers, 247
histogram, 275
inventory, 251
analysis, 276
labor, 253
list of, 248
manufacturers, 251
opening existing, 245
INDEX
page layout, 236
pareto, 273
previewing
data, 241
with print preview, 241
print information, 236
printing, 242
purchasing, 253
saving, 38
saving analysis, 277
scheduling, 256
sending, 243
sorting records, 239
statistical predictive maintenance, 257
tasks, 257
time series, 274
vendors, 251
work orders, 261
analysis, 276
work requests, 258
Reports menu, 12
representatives, vendors, 54
required fields, 33
requisitions
approving, 187
for blanket purchase orders, 201
pre-approving, 186
costs, 185
creating records, 183
deleting, 32
generating
efficient system, 182
for blanket purchase orders, 201
from quotations, 179
items
adding to purchase orders, 189
removing from purchase orders, 190
multimedia files, 31
pre-approving, 186
printing
individual, 188
multiple, 188
receipts, viewing, 190
returns, viewing, 191
services
adding to purchase orders, 189
removing from purchase orders, 190
unapproving, 187
vendors, 187
wizard, 7
Requisitions form
Approval page, 186
Available Vendors page, 188
Line Items page, 184
Receipts page, 191
Record View page, 184
Returns page, 192
359
Reserved Items form, 105
reserved parts, 105
resize fields, 34
restructure nameplates and equipment variables, 79
Return Items dialog box, 98
Return Items/Services dialog box, 208
return reason codes, 194
returns
line items, 207
requisitions, 191
revisions, purchase orders, 210
RFF codes
creating records, 60
RFO codes
creating records, 60
failure analysis
adding, 79
copying, 82
editing, 82
moving, 82
removing, 82
S
safety information, equipment, 64
sample data, 7
save
data, exported, 38
files, 38
filters, 29
graphs, analysis, 277
reports, 38
reports, analysis, 277
sort, 31
Save As dialog box, 38, 168
save form layout
keyboard shortcut, 14
procedure, 24
toolbar button, 13
schedule types, 132
schedules
employees
exceptions, 117
regular hours, 116
graphs, 267
reports, 256
site
exceptions, 114
work week, 114
work orders, 122
assigning labor, 123
filtering labor information, 124
projecting, 120
refreshing, 121
viewing, 120
search, 27
360
Select Sites / Purchasing Centers / Warehouses to
View dialog box
logging in, 10
Select Sites/Purchasing Centers/Warehouse to View
dialog box
changing home, 38
Send Mail dialog box, 244
send reports, 243
service codes, 194
service contracts
adding to equipment records, 73
creating records, 72
deleting, 32
payments, 73
viewing equipment, 74
Service Contracts form
Contract page, 72
Equipment page, 74
services
purchase orders
adding, 197
receiving, 206
returning, 207
requisitions
adding to purchase orders, 189
removing from purchase orders, 190
Set Invoice Number dialog box, 209
shadow tasks
adding, 134
planning, 127
SHIFT+F3, 14
SHIFT+F4, 14
SHIFT+TAB, 14
shipping terms
purchase orders, 197
vendors, 51
ship-to addresses, 198
Site Scheduling form
normal work week, 114
scheduling exceptions, 115
sites
changing home, 37
inventory, 90
scheduling exceptions, 114
work order generation, 149
work week, 114
Solution dialog box, 80
solutions
adding, 80
editing, 82
removing, 82
sort
ascending, toolbar button, 13
descending, toolbar button, 13
records
procedure, 30
reports, 239
INDEX
saving, 31
work orders for generation, 150
Sort dialog box, 31
spare parts
availability, 67
lists
adding to equipment, 65
creating, 65
updating from work order history, 66
Spare Parts form, 65
specifications, inventory, 93
SPM, 227
creating records, 228
daily averages, 231
deleting, 32
equipment, 229
graphs, 268
means, 232
measurements, 229
purging readings, 232
readings, 230
reports, 257
standard deviations, 232
work orders, generating using limits, 231
start MP2, 10
statistical predictive maintenance. See SPM
Statistical Predictive Maintenance form
Daily Averages page, 232
Readings page, 230
Record View page, 229
status
items, 209
purchase orders, 202
tenant requests, 142
stock. See also inventory
sub-locations
creating records, 60
removing, 62
renaming, 62
substitute items, 92
System Administrator’s Guide contents, 6
T
TAB, 14
Table Definition dialog box, 172
tasks
crafts, 133
creating records, 131
deleting, 32
descriptions, 131
detailed information, 133
durations, recalculating, 136
equipment, 131
in-service, 126
instruction lists, 130
labor
INDEX
estimated hours, 133
recalculating hours, 135
locations, 131
parts, 134
planning
in-service tasks, 126
metered tasks, 129
multiple-equipment tasks, 126
preventive maintenance, 126
shadowed, 127
projecting, 137
reports, 257
scheduling
duplicates, 133
fixed, 132
floating, 132
shadowing
adding information, 134
planning, 127
wizard, 7
work orders, generating for, 150
Tasks form
Details page, 133
Parts page, 134
Schedule page, 131
Shadowing sub-page, 135
Tasks Instruction form, 130
tax codes
adding to purchase orders, 199
creating records, 49
deleting, 32
Tax Information form
Record View page, 50
Tax Name page, 50
tenants, 140
creating records, 140
status of requests, 142
Tenants form, 140
text
copy, 26
delete, 26
paste, 26
undo, 26
time series reports and graphs, 274
time, fields, 35
timekeeping
creating records, 45
purging records, 46
Timekeeping form, 45
tips of the day, 7
toggle forms, keyboard shortcuts, 14
toolbar, 12
customizing, 17
form, 21
Toolbar dialog box, 17
Tools menu, 12
Total Cost dialog box, 84
361
training, employee, 43
transaction types
inventory check out (IC), 96, 101, 102
inventory quick receive (QR), 94
inventory return (IR), 98
move items
between warehouses (IT), 102
within a warehouse (MV), 101
physical inventory (PI), 103
purchasing fix (PF), 206
purchasing receive (PR), 206
return fix (RF), 208
return to vendor (RV), 208
stock adjustment (SA), 100
transactions
inventory
receive, 94
stock adjustment, 100
purchasing
fix, 206
receive, 206
troubleshoot equipment failure, 83
tutorial data, 7
types
equipment, 60
graphs, 265
inventory, 88
purchase orders, 194
work orders, 148
items
adding, 52
checking out, 96
quick return, 99
returning, 98
lists, 48
multimedia files, 31
notes, 53
ordering method, 52
payment terms, 51
purchase orders
active, 55
addresses, 198
statistics, 55
reports, 251
representatives, 54
requisitions, 187
shipping terms, 51
tax codes, 49
user-defined fields, 34
Vendors form
Item Supplied page, 52
Notes page, 54
Ordering page, 53
Record View page, 51
Representative page, 55
View menu, 11
U
wages, employee, 44
warehouses, 105
changing home, 37
Window menu, 12
wizards, 7
word processor files. See multimedia files
Work Order History form, 166
Work Order Projection dialog box, 137
Work Order Scheduling form, 121
work orders
analysis, 273
graphs, 269, 276
reports, 276
backlogged, scheduling, 122
closing
individual, 164
multiple, 165
comments
adding, 158
copying to all equipment/locations, 159
contract labor, 156
crafts
projecting hours, 151
scheduling information, 157
creating records, 154
deleting, 32
emergency, 154
unapprove requisitions, 187
undo
field
keyboard shortcut, 14
menu option, 26
toolbar button, 13
record
keyboard shortcut, 15
menu option, 26
toolbar button, 13
Update Spare Parts Lists form, 67
usage, inventory, 106
User’s Guide contents, 6
user-defined fields, 34
V
variables, equipment, 77
Vendor List form, 48
vendors
adding to inventory records, 92
addresses, 51
creating records, 51
deleting, 32
exchange rates, 48
362
W
INDEX
equipment, 155
exporting to Microsoft Project, 167
inserting the text 1 column, 170
sample files, 170
table relationships, 169
updating the export table format, 171
generating, 148
projecting available craft hours, 151
selecting records, 149
sorting, 150
using SPM limits, 231
graphs, 269
analysis, 269
history
editing, 165
updating spare parts lists, 66
labor
contract, 156
costs, 163
dividing contractor costs, 163
dividing employee costs, 161
employee, 156
updating contractor hours, 163
locations, 155
meter readings, 162
multimedia files, 31
parts
adding, 157
costs, 163
printing
after scheduling, 124
immediately after generation, 149
individual, 159
multiple, 160
priority, refreshing, 159
productivity, 166
quick update, 160
repetitive, 148
reports, 261
rescheduling, 122
scheduling, 122
assigning labor, 123
backlogged, 122
filtering labor information, 124
projecting, 120
refreshing, 121
unscheduled, 122
viewing the schedule, 120
sorting for generation, 150
types
creating records, 148
deleting, 32
unscheduling, 122
updating information before closing, 160
wizard, 7
Work Orders form
Comments sub-page, 159
INDEX
Contractors sub-page, 163
Equipment and Details page, 155
Labor sub-page, 156
Meters sub-page, 162
Parts sub-page, 157
Record View page, 154
Schedule page, 158
work priority, refreshing, 159
work requests, 139
call-in
creating, 141
status, 142
submitting, 141
tenants, 140
graphs, 268
on-site
approving, 144
creating, 143
reports, 258
scheduling, 122
work week
employees, 116
site, 114
363