| Document |
Naming Convention |
Example
(Case Sensitive and no Spaces) |
| Property Disposition Form |
PDTF + Control # |
PDTF55526.pdf |
Property Disposition Form -
(with Multiple Control Numbers Attachment) |
PDTF + First Control # -Last Control # |
PDTF55526-60966.pdf |
| Shred-it Forms |
SHRED + Control# |
SHRED55526.pdf |
| Shred-it Forms for multiple Control#'s |
SHRED + First Control#-Last Control# |
SHRED55526-90659.pdf |
| E-World Forms (If applicable) |
EW + Control# |
EW55526.pdf |
| Hard Drive Pictures |
HD + Control# |
HD55526.pdf |
| Quick Reference Guides |
QR _Mfg _Model |
QR_PHILIPS_500.pdf |
| Service Manuals |
SM _Mfg _Model |
SM_PHILIPS_500.pdf |
| Manual - Users Manual from Manufacturer |
MANUAL_Class or MANUAL_Mfg _Model |
MANUAL_BED.PDF or MANUAL_PHILIPS_500.pdf |
| Pictures of Units |
PICTURE_Class or PICTURE_Mfg_Model |
PICTURE _BED.pdf or PICTURE_PHILIPS_500.pdf |
| PM - Inspection Procedures from Manufacturer |
Class or PM_Class or PM_Mfg_Model |
PM_BED.pdf or PM_PHILIPS_500.pdf |
| Check Off List - Your Site Inspection Procedures |
Class or CHECKOFFLIST_Class or CHECKOFFLIST_Mfg_Model |
CHECKOFFLIST_BED.pdf or CHECKOFFLIST_PHILIPS_500.pdf |
| Checks - Templates you fill in when closing orders. Inserted on page 2 of the class file. |
CHECKS_Class or CHECKS_Mfg_Model |
CHECKS_BED.pdf or CHECKS_PHILIPS_500.pdf |
| Certification Forms |
CERT + Control# |
CERT55526.pdf |
| End of Product Life Letters |
EOL _Mfg _Model |
EOL_PHILIPS_500.pdf |
| Contracts |
CONTRACT _Company _Vendor Contract# |
CONTRACT_PHILIPS_572356.pdf |
| Original Purchase Orders |
PO_Company_PO# |
PO_PHILLIPS_7592-3056.pdf |
| Service Reports |
SR + Service Report# |
SR7938-15851.pdf |
| Vendor Invoices |
INV + Invoice# |
INV502358.pdf |
If the scanned document does not fit any category above:
See your manager to create a
site defined naming convention or you can use the Work Order suggestion
below. |
| Work Order |
Work order Number |
352110.pdf |
Note: When you have multiple versions of the same document with modifications add dash-A, dash-B etc.
Example: PDTF55526-A.pdf
If an attachment needs to be overwritten or is loaded in error, please review with your manager.
Contact Mayer Computer Services for assistance.
Revised: 04/09/2018
Audit File (top)
Path:
Lookup Tables > Audit
Overview:
The audit file is used to track changes, additions, and deletions made to data. In addition it records Jobs processed and Log In / Log Out information.
You cannot change or delete data in this file.
Miscellaneous:
Examples:
Data Files:..... Case sensitive lower
area -- Area file
checks -- Checks file
class -- Class file
closetrx -- Closing file
contract -- Contract
cost center -- Cost Center file
employee -- Employee file
equip -- Equipment file
reminder -- Reminder file
schins:e -- OR -- schins:a - Schedule inspections (Equipment / Area)
servhist -- Service History file
trade -- Trade file
users -- User file
vendor -- Vendor file
workord -- Work Order file
Actions: ..... Case sensitive UPPER
ADD -- Add
CHG -- Change
DEL -- Delete (Inactivate)
KEY -- Key change
LOG -- Log in / Log out
MES -- Sending Message System. See utilities messages.
PMS -- PMs (Inspection work orders created)
POS -- Posted
PRF -- Print Repair Forms
PRT -- Print
RUN/SPC -- Special Utilities use SPC (For SQL Scripts use RUN)
UND -- UnDelete (Reactivate)
Key, Order, Control:
Work Order Number
Control Number
Cost Center Key
Employee Key
Process Flow:
Example 1: Find what PMs were created for a specific period
- Path: Lookup Tables > Audit
- Enter data in the following fields.
- Date: Enter the Starting and Ending date Range
- Action: Enter PMS in the Starting and Ending Range (Case sensitive - must be UPPER CASE)
- Ordered By: Select 'Date' from the drop down menu
- User Name: If your site has multiple users that create PMs (Trade, Facility etc.), you can select that User name from the dropdown
- Click the Find push-button
- When the sort is by date, the system will return 5 entries for each PM transaction found in the following order. View the notes section for information.
- The 1st entry will show what type of PM was run, Equipment or Area, The order numbers created and for what weeks.
- The 2nd Entry shows Warranty Inspection information.
- The 3rd (Other criteria information)
- The 4th (Other criteria information)
- The 5th line shows the Trade range
Example 2: Find when a cycle week was changed for a piece of equipment (1001) and who did it.
- Path: Lookup Tables > Audit
- Enter data in the following fields.
- Data File enter equip in the Starting and Ending Range
- Action enter CHG in the Starting and Ending Range
- Key Order Control enter 1001 in the Starting and Ending Range
- Ordered By: Select 'Date' from the drop down menu
- Click the Find push-button
- The system will return the entries to meet the searched criteria.
- Again look at the notes section - Search for CYCLE_WEEK_nn changed from nn to nn
Example 3: View transactions on a closing
- Path: Lookup Tables > Audit
- Enter data in the following fields.
- Verify your date range is large enough to capture transactions you are looking for.
- Key Order Control enter your 'Order Number' in the Starting and Ending Range
- Click the Find push-button
- The system will return the entries to meet the searched criteria.
- A Closing consists of the following:
- closetrx // ADD - This is the addition to the closing file
- servhist // ADD - This is the addition to the service history file
- closetrx // POS - This is when the work order is posted
- workord // PRT - This entry is more for Add and Close orders. The system automatically marks the work order as printed so the automatic print programs will not print.
Example 4: Schedule equipment utility Area and Equipment audit entries
- Path: Lookup Tables > Audit
- Enter
schins:e (for equipment) and
schins:a (for area) in the 'Data File' range fields.
Example 5: View scripts that were run.
- Path: Lookup Tables > Audit
- Enter
RUN in the Action Box.
Example 6: View what orders were run in Close Range.
- Path: Lookup Tables > Audit
- Enter
RNG in the Action Box.
Note: A separate closing entry is made for each order closed.
These are just a few examples. To find what type of audit is created, do that transaction and check the entry produced.
Check List:
Starting Range Ending Range
Date ____/____/________ ____/____/________
Action __________________ _________________
Data File __________________ _________________
Key, Order, Control __________________ _________________
File Key Master __________________ _________________
User Name __________________ _________________
Ordered By __________________
Max Range of Files __________________
Field Descriptions: Entry Fields
DATE - Enter the beginning and end range you wish to search.
ACTION - Enter the beginning and end range you wish to search. See miscellaneous section above for examples.
DATA FILE - Enter the beginning and end range you wish to search. See miscellaneous section above for examples.
KEY, ORDER, CONTROL - Enter the beginning and end range you wish to search. See miscellaneous section above for examples.
FILE KEY # - Enter the beginning and end range you wish to search. Used for programmer staff.
USER NAME - Select the appropriate beginning and end range from the drop down menus.
ORDERED BY - Enter the appropriate Ordered By sort from the drop down menu.
MAX RANGE OF FILES - Limits the number of records being returned on a search or report.
Field Descriptions: File Fields
USER NAME - The mPro3 user login name
DATA FILE NAME - Which mPro3 file was affected
KEY ACTUAL - The main KEY, preserving right justification (so we can set relations to other tables)
KEY TRIMMED - The same as KEY ACTUAL removing spaces to the right.
FILE KEY - A unique number for that record in the particular file you are working on. Used from mPro3 programmers
ACTION - ADD - add a data record; CHG - change a data record; DEL=deleted the data record, POS-posted a close record, LOG-User logged in or Logged out
DATE - The date the entry was done
TIMEOFDAY - The time of day the entry was done
AUDIT KEY - A unique number identifying this audit record
NOTES -Notes on what was changed.
There are some special cases not listed above for example creating inspections uses the fields a little differently.
Revised: 05/03/2017
Automatic Notification Of Late Inspections and Repairs (top)
Overview:
To ensure your important orders get prompt attention, you can specify 2 different Risks and 2 different Priorities, with their
corresponding "lapse" time (the amount of time within which you expect the work to be completed).
Note: All time lapses are in hours: common usage 48 hours or 720 hours (30 days)
This feature is User defined which allows you to turn it on or off for each individual user.
The data will appear upon a new login, on the user's 1st screen.
Miscellaneous:
In the user file you can also define:
Show your work orders past estimated completion date on login
Show All WO's past 5+ estimated completion date on Login
Process Flow:
- To define Automatic Late Notification parameters:
- Path: Look Up Tables > Setup >
- On the Setup 1 Tab - Enter values in the Risk and/or Priority fields along with the Time Lapse values.
Examples:
The following would define - If a work order has the Risk of A, notify me after 1 hour on my log in screen
The following would define - If a work order has the Priority of 1, notify me after 2 hours on my log in screen
| Priority 1 |
1 |
| Time Lapse #1 |
2 |
- To activate (turn on) the display of these settings:
- Path: Look up Tables > User > Enter the user key > Click +/edit on the appropriate user
- Check mark the Check box 'Show risk/priority late repair notices on Login
- The check box 'Enter the number of hours to be notified for outstanding risk/priority orders is currently not implemented.
Revised: 01/26/2010
Backups (top)
Overview:
Sites where Mayer Computer Services host the mPro3 website:
Backups are done daily, after two weeks they are deleted.
Weekly backups are done and kept for 6 months
Sites that host their own mPro3 website:
Please do backups as per your own internal procedures.
Revised: 05/30/2012
Bar Code Reader and Labels (top)
Overview:
We have bar code readers as attachments to a PC, Notebook, Phone, PDA (Palm or PPC).
Miscellaneous:
The general requirements for a labels are:
Use a bar code font of 3 of 9
Size is best to be at least 1/2 inch high
You can print your own labels using a special downloadable font or get them professionally printed.
Revised: 03/30/2009
Blank Records In Data File (top)
Overview:
To allow equipment or areas with no assigned Contract, Employee, Part, or Vendor to appear on reports, One "blank" record is necessary in each of the following data files:
- Contracts
- Employees
- Equipment
- Parts
- Service Code
- Vendor
In addition, other files may need a blank record
- Facility (Note: not all sites need a blank record in the facility file)
- Project
- Trade
Miscellaneous:
- CHECK FOR BLANK RECORD
To check these data files for a blank record, choose the appropriate data file from the Look up Tables pull down menu. Press the "Find" button. The top record should be blank.
- NO BLANK RECORD
If you do not have a blank in one of the files please call Mayer Computer Services at 858-272-6176.
- See 'Missing Equipment Or Area Records From Reports' section in this manual.
Revised: 11/19/2010
Blanket Work Orders (top)
Path:
- New WO in the quick links section
- Or use a work order that has been previously created
Overview:
When the 'Blanket Order' field (in the work order) is defined as '1', the work order is designated as a 'Blanket Work Order'.
A blanket work order is one that stays "open" indefinitely; you clear the monthly time and costs associated with the order
monthly. This saves you the time of re-opening a new work order each month, and allows you to track items with one easy to remember work
order number. Blanket orders can be used both for repairs and inspections.
If the completion of a repair will extend over several months and you wish to bill for the work completed each month, enter a 1 in this field. An example would be blanket repairs or rounds. You may also wish to add a project and assign that project number to this repair order to keep track of the total cost of this work.
At the end of the month, you will run "Monthly work report" and completed work from this repair will show up. Then run selection "Clear monthly billings" on the Utility menu, to zero out the service time and dollar fields. Then when the new month starts, the service time and dollar amounts will not be double billed.
A blanket order is really about billing. If you don't care about billing, then you don't need to be concerned with this. You can just keep the work order open indefinitely until the job is complete.
Menu Options Available:
- "Clear monthly billings" on the Utility menu
Miscellaneous:
- See "Clear Monthly Billings" in this manual.
Process Flow:
- Create a new work order --or-- use a current work order that has been designated to be used as a Blanket Work Order.
- Via 'Repair' quick link at the top of the screen, enter the order number > Click Find > Click the Plus Edit > In the Repair/Inspection orders screen define the "Blanket Order" field as 1.
Revised: 05/23/2013
Browse / Locate (top)
*This section is being revised for changes made to the software.*
Browse/Locate
Choosing the Find button brings forward the Browse/Locate window which allows you to browse and locate records in the database that meet specific criteria. The results will be displayed in a table mode (rows and columns).
Find
To view all records, simply click the Find button. To specify criteria for viewing see "Specify criteria", below.
Count
To find out how many records are in the database, the number will appear at the top of the screen once Find is clicked.
Quit
To exit a function - Click Black Menu in the Quick links section.
To close a window - Click the Red X in the upper right hand corner of the screen
To exit the program - Click Logout in the Quick links section.
Ordered By
To specify the order you would like the records displayed in the Select window, choose a field from the Ordered By drop-down
Specify report criteria
This option allows you to specify criteria for record viewing / selection.
i.e., view only records with the TRADE = BIOMED, or EMPLOYEE = JOHN.
Constructing criteria:
1. Choose a field from the lists shown.
If there are no fields shown and only keyword, you may leave the box empty and click find to view all records or put in a key word to get only those records containing the characters you entered.
Otherwise, in the specified fields ,to narrow the search, input a starting range and ending range.
2. Certain ranges contain drop-down lists with the records from that specific table and others have a starting and ending range box for
you to fill in. Both ranges must be filled in if you want to narrow the search for that field.
Example:
(you want to get all records in the engineering department ("ENG")
Set the starting range for Department to "ENG(Engineering)" and ending range to "ENG(Engineering "
Example:
(you want the records with Risk 5 and down (skipping records with Risk 1 - 4))
set (actually type in) the starting range for Risk to "5" and the ending range to "___".
Note: by putting underscores in the ending range, it will go to the last record of the end of the table.
3. For date criteria, use MM/DD/YY format.
Example:
December 15, 1995 would be entered as 12/15/95.
4. Some searches have a 2nd page that contains more fields but are less
frequently used.
Browse Selected Fields
If desired to view a list of certain fields from a table, See Display Data in the help manual or once you have set your criteria and clicked find, up at the top is a link to the excel file. This file contains a list of more fields than shown on the browse screen. You may find what you are looking for by playing around with the excel file.
Deleting Expressions
To delete or reset the ranges, choose the Reset button.
Create New Search Criteria
Press Reset to reset the expression list and start anew.
Choose Menu or click Back to exit the page.
Example and notes:
If you select criteria, choose the Record# selection in the Order by list. Your search will be much faster.
Say you have 20,000 equipment records and you want to see all the class='DEFI' for manufacturer='PHYCON'. Under the criteria, search fields for: class='DEFI' and manufacturer='PHYCON' for both starting and ending range
The fastest way to see the data (about 40 seconds roughly) is to specify both criteria and have the order set to record #. This however will not display your data in any particular order but since there is only one class and one manufacturer this should be fine.
The next fastest way is to specify the manufacturer only, and order by class (which also does control#). Before the data finally comes up, there
will be 2 pauses. After the first pause you will see a blank table and a message like 1000 records in 48 seconds. The second pause will take 2-10 times longer before the table is filled. Now page down to the class you want.
The slowest way is to specify both criteria and order by class.
Revised: 07/22/2002
Calendar Weeks (First Week of Year) (top)
Overview:
The ISO standards governing body lists the first week of the year as the week with Jan 4th in it.
Another definition is the 1st week of the year is the first week that has a Thursday in it.
In 2010 the first week of the year starts on Jan 3rd.
Leap years may have 53 weeks.
Revised: 05/31/2017
Capital Equipment (top)
Path:
Utilities > Display Count
Overview:
Capital equipment includes all items with purchase cost default at $1500 and greater.
You can display or print total # of capital equipment devices and values.
Process Flow:
Go to the Display Count page and enter the following:
Capital $ - Keep default or Enter a dollar amount.
Facility - Keep default or Enter a facility range.
Click the Count push-button and the system will respond with a report link.
Revised: 11/18/2011
Categories (top)
Path:
a. Equipment File
b. Class File
c. Cost Center/Department file
Overview:
mPro3 offers the ability further define files by creating categories on the Equipment, Class and Cost Center/Department files. The user can create lists using these categories.
Miscellaneous:
- There is no limit on the number of categories you can create.
- If an existing category name is changed in the upper section of the screen, the user will have to re-check mark associated files.
Use the 'Change a Category' option at the bottom of the screen.
- An obsolete category may be removed from the notes section of the screen.
- Categories are sorted alphabetically by case (Case maybe standardized by using the 'Change a Category' option at bottom of screen.
Process Flow:
To Create a category in the Class file:
- Once in the classification file, click the Page 2 push button.
- Midway down the page the system will display categories currently defined to the left the categories push button.
- To attach a class to the category check mark the check box next to the category.
- To add a new category, click the Categories push button. After the last entry enter the New category name. Hit 'enter' (carriage return) key after the new category so the cursor sits on the next blank line. Click Save.
Push-button/Check Box/Links:
CATEGORY - Allows the user to create a new category, or change a category name.
PROCESS CHANGE - Push-button - Processes the name change of a category. Keeps the currently attached files checked.
Reports/Lists:
- To see a list of categories defined in a Class or Cost Center/Department, you must select one category at a time in the associated listing.
- To see a list of associated categories defined in the equipment file, use equipment listing or display data.
Revised: 3/21/2016
Change Equipment Departments (top)
Path:
Equipment > Change Equipment Departments
Overview:
This menu option allows a user to easily change Department / Cost Center or both based on user selected criteria.
One Department/Cost Center is done at a time.
The process changes Equipment, Work Order and Service History files.
Miscellaneous:
For other changes, please see Merge 2 Control numbers or Other Keys.
After clicking save, keys and radio buttons reset where the class does not - this is by design.
Process Flow:
- Select the OLD Cost Center/Department Key from the drop down menu.
- Select the NEW Cost Center/Department Key from the drop down menu.
- Select any other criteria from the appropriate drop down menus. Verify you have defined a starting and Ending range.
- Select the appropriate radio button of Department, Cost Center or Both.
- If applicable check the check box Change first cycle week to new department/cost center cycle week.
- Click the Change push-button.
- Click the Retotal Units push-button.
Push-button/Check Box/Links:
DEPARTMENT / COST CENTER / BOTH - Radio Button - Select any of the three to accomplish the required task.
CHANGE FIRST CYCLE WEEK TO NEW DEPARTMENT/COST CENTER CYCLE WEEK - Check Box - Select this check box and the system will change the first cycle week to the New Department/Cost Center cycle week.
Revised: 08/28/2009
Change Password (top)
Path:
My mPro3 > Change Password
Overview:
This menu option allows each user to change a password.
If the user forgot their password see 'Change Password (Administrator Option)' in this manual.
Miscellaneous:
If you have problems with your password please contact your system administrator.
Passwords are NOT case sensitive.
Process Flow:
- My mPro3 > Change Password
- Enter the Existing Password
- Enter a New Password
- Re-enter the New Password
- Click save / Logout and log back in with your new password.
Revised: 03/31/2015
Change Password (Administrator Option) (top)
Path:
Look up tables > User > Enter user key or click find > Click the +/Edit (if applicable) > Change Password
Overview:
This process allows the system administrator to change a users password.
It is used for when a user forgets their password or if it needs to be reset for any other reason.
Flags And/Or Security Settings:
The system administrator needs a privilege level of 3 or above to change a password.
Miscellaneous:
Passwords are NOT case sensitive.
Process Flow:
- Look up tables > User
- Enter the user key or click find
- Click +/edit next to the user you wish to reset password
- In the password field, change the password to a new generic password
- Click Save
- Give the user the new password and tell them:
Go to My mPro3 > Change password > Enter the existing password and new password twice > Click save
Log out and log back in with the new password.
Revised: 10/29/2014
Class Book (top)
Path:
Lists > Class Book
Overview:
The Class Book is a report of inspection procedures.
- The report only lists classes with inspection checks defined.
- Printing:
- The class book is designed to be printed in landscape so the user can set the Text Size to LARGER.
- With the 'Page Break' check box unchecked, the report will break on class or description.
- IE7,8, and 9 will try to adjust to make pages fit but IE6 and earlier versions will not.
- You can also run an Equipment Listing with the Report Type of 'Equipment List with Inspection Checks'. This report will list all the equipment from the selected criteria with the associated checks. (Path: Equipment > Equipment Listing)
- The Inspection Checks Listing is also available, although data displayed is different than the class book. (Path: Lists > Inspection Checks Listing)
Revised: 05/18/2012
Class List (top)
Path:
Lists > Class List
*79
Overview:
The Class List is a report of all classes or subset of classes in the database.
Max Frequency Excel (at bottom of screen)
This is an excel report of the most frequent or most often inspection (no parameters used)
Field Descriptions:
CLASS - If applicable, select Class.
CLASS TYPE - If applicable, select Class Type.
FUNCTION SCORE - If applicable, select appropriate Function Score.
MED.EQP.TYPE - If applicable, select Med Eqp Type.
RISK - If applicable, select Risk.
FIRST TRADE - If applicable, select First Trade.
TYPE: 1=EQP,2=AREA - If applicable, select Type.
Note: When the field 'Type' is defined as Zero the class list does not calculate the number of units.
CATEGORIES - If applicable, select Category.
Push-button/Check Box/Links:
HIGH RISK ONLY - Push-button
WITH PAGE BREAKS - Push-button
TOTAL UNITS > 0 ONLY - Push-button
WITH INSPECTION NOTES ON REPORT TYPE "CLASS LISTING" - Push-button
INCLUDE DELETED RECORDS - Push-button
Revised: 07/21/2017
Classifications - Areas (top)
Path:
Look up Tables > Classification
*18 or *C
Overview:
ANTECEDENTS AND CONSEQUENT
Before adding a new area, Area Classification must be entered.
Trades and fixtures must be entered before area classes.
WHAT ARE AREA CLASSES?
Area classes are types of areas inside or outside the hospital.
Examples of area classes are:
INSIDE
Hallways
Nurses stations
Intensive care units
Patient rooms
Floor
Building
OUTSIDE
Parking lots
Lawns
Patios
Patient rooms could be broken into several more descriptive area classes such as "Patient room, private", "Patient room, semi-private", "Patient room, ward", "Patient room, isolation", etc.. (Each specific room would be an area.)
WHEN AN AREA CLASS SHOULD BE ADDED
- To keep a separate record of work completed for that class or if you want areas grouped or inspected similarly.
- If the inspection or preventive maintenance checks are different. An inspection for a break room is probably different than an inspection for a patient room.
- The main determinant is that the class should accurately describe the area.
SETTING UP WITH NON-SPECIFIC AREAS
Areas do not have to be more specific than area classes. To set up non-specific areas, enter the same key for both the area class and area.
Miscellaneous
- All systems will have a class with the name of 'DEPARTMENT' or 'A', with the Type definition of 2=area. Please do not delete this file since it is necessary to make Areas appear.
- A trade 'MUST' be entered for an inspection to be created!
- See "Inspection Procedures" for more information on procedures and inspection intervals.
- See "Scheduling Overview" for more information on scheduling work.
- See Inactivate (Delete)/Activate (Recall) a record for details on inactivation / deletion of a class.
Field Descriptions:
AREA CLASS - At least the first three letters must be the same as the general class description.
Three letters of the general description followed by three letters to separate this class from similar classes is the suggested method. (i.e. "ROOPAT" = ROOM, PATIENT). It is necessary for sorting and searching to use a 12 letter key. For one word names drop the extra letters (e.g. "HALLWA").
Later, when someone does not know the key, they may enter the first two or three letters and a list of choices beginning with those letters will display on the screen. (i.e. Entering 'RO' may display a list including 'ROOPAT' (Room, Patient), 'ROOPRI' (Room, Private), etc.)
Use one common system for ALL key entries.
See 'Classifications/Types - Equipment' section below for balance of Field Definitions.
Push-button Links:
See 'Classifications/Types - Equipment' section below for definitions.
Revised: 07/21/2017
Classifications - Equipment (top)
Path:
Look up Tables > Classification
*18 or *C
Overview:
The CLASS is the definition and specifications for one type of equipment or area. (For areas classes, see "Classifications - Areas".)
Equipment classes might be air conditioners, beds, beds - type 2, exhaust fan, monitor, IV Pump, etc. With an accurate class file, it will be easy to add pieces of Equipment by entering their class, location, and the specifics of their purchase. It will also be easy when using the system to work with one class of equipment or area at a time.
USES OF CLASSES
Classes are used to group similar types of equipment, fixtures or areas for reporting and scheduling purposes. To include only the parking lot
lights in a system, a separate fixture class (i.e. "LIGLOT") would be required. This class could have the same attributes as the regular light class.
To include all the parking lots into a system, a separate area class (i.e. "PARLOT") would be required.
WHEN A SEPARATE CLASS SHOULD BE ADDED
- To keep a record for any division of items as a group. Only a record of how much work is done on beds in general may be required, or more
specific records on specific types of beds.
Two types of beds may be from different manufacturers and require separate records to compare performance.
- If the inspection or preventive checks are different. Perhaps two types of beds require different checks.
- The main determinant is that the class should accurately describe the equipment, or area in that class.
Flags And/Or Security Settings:
F101 - update risk, maint#, class_type, med.eqp_type, high risk, utility system in work order & service history if changed in Class file
Miscellaneous:
- A trade 'MUST' be entered for an inspection to be created!
- See "Inspection Procedures" for more information on procedures and inspection intervals.
- See "Scheduling Overview" for more information on scheduling work.
- See Inactivate (Delete)/Activate (Recall) a record for details on inactivation / deletion of a class.
Field Descriptions:
---------------------------------------- Page 1 ---------------------------------------- ----------------------------------------
CLASS KEY - A key code of 1 to 12 letters to represent this type of class
Use a standard method for all keys. A maximum of 6 characters is recommended.
We suggest using the first three letters of the equipment type with the first three letters of a further description (i.e. FANEXH = Fan, Exhaust; SWILIG = Switch, Light). Items with similar names will be more difficult. Use three last letters that best define the difference between this and similar equipment. (i.e. MOTELE = Motor, Electric; MOTGAS = Motor, Gas). Whatever format you decide to use, be consistent.
ECRI#- 12 characters. (Emergency Care Research Institute) If unknown skip.
DESCRIPTION - Enter the description of the equipment, fixture or area class. Forty (40) characters are available.
If you entered the Key as equipment type, then further definition you want to match the description by entering the same way.
Example Descriptions: 'MOTOR, ELECTRIC', 'MOTOR, GAS'
MODELS - Enter Equipment Models separated by commas. A model file may be used as well.
SYSTEM - Select the appropriate system from the drop down menu. The type of system this equipment class belongs to.
Most equipment classes will not belong to a system. However, individual equipment may be assigned to a system as it is entered. The system must already exist in the system file.
ESTIMATED LIFE - The number of years this item is expected to be useful. This field is for information only and will not affect operation of the system.
TOTAL UNITS - This is automatically updated. However, under the menu Utilities > Retotal Programs > Retotal Units push-button recalculates this for all classes.
TOTAL EQUIPMENT $ - Automatically updated by the system. Updated by the re-total utility only.
TYPE - (1=Equipment, 2=Area, 0=Both) - When the class type of Zero is used, the class list does not calculate the number of units.
REVISION DATE - Populate this field if desired
MDS2 Complete - Check box - When checked, Manufactures Disclosure Statement is completed for this class. (Cyber Security)
EPHI - Check box - When checked, this class has electronic protected health information.
HIGH RISK - Check box - When checked this class is considered High Risk. If checked, New equipment will automatically have this box checked.
When some, not all equipment in a class are considered High Risk - Define at the equipment level.
UTILITY SYSTEM - Check box - Is a category of equipment for engineering. Includes: fire supression, electric distribution, emergency generators, transformers, water supply pumps, etc.
REPLACEMENT COST - Cost to replace.
---------------------------------------- ---------------------------------------- ----------------------------------------
The following fields are sometimes used in a scoring system to developed levels of maintenance. You need to define your own scoring system but we have some examples if you wish.
** Note:
If you change Function, Risk, Maintenance#, Class Type, Med Eqp Type (Medical Equipment Type), High Risk, Utility System the equipment file will be updated as well.
The system does not update existing work order or service history files unless Setup flag F101 is active.
F101 - update risk, maint#, class_type, med.eqp_type, high risk, utility system in work order & service history if changed in Class file
FUNCTION SCORE - 3 character field. Is part of the risk rating system. 10 means life support.
See ** Note above.
RISK - A number used to identify priorities for scheduling. Used per your own procedures.
common usage 1-4 or A-D
If Risk is defined in both the Class & Equipment files the system will use the Equipment Risk.
See ** Note above.
MAINTENANCE # - A number used to identify priorities for scheduling. Used per your own procedures.
See ** Note above.
CLASS TYPE - 3 character field. Many facilities use the "class type" field from the classification file to distinguish various types of equipment. Although this is a user defined field most facilities use the following:
CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
See ** Note above.
MED EQP TYPE (Med Equip Type) or BMP or H-R - 3 Character field, for Biomed see in-house manual.
For Engineering use BMP (Building Maintenance Program) or leave blank.
Define field as H-R for High Risk equipment.
See ** Note above.
MAINTENANCE STRATEGY - Part of definition on doing PM's.
----------------------------------------
CRITICAL EQUIPMENT - Check Box - Mark if Critical Equipment.
LIFE SUPPORT - Check Box - Mark if Life Support.
AEM - Check Box - Mark if part of the Adjusted Maintenance Program / Alternative Maintenance Program (AEM).
WAITING FOR MANUAL - Check Box - Mark if waiting for manual.
----------------------------------------
PHYSICAL RISK - Gives the site a way to categorize equipment. Use per site procedures.
INCIDENT HISTORY - Gives the site a way to categorize equipment. Use per site procedures.
COMMUNICATION - Gives the site a way to categorize equipment. Use per site procedures.
---------------------------------------- ----------------------------------------
PROMPTS/FIXTURES:
The Prompts fields work differently for equipment classes and area classes (see area classes for details on areas).
Prompts are DATA LABELS that appear in the Equipment File (under Prompts & Responses) and on work orders.
Examples of system defined labels are Model, Serial etc.
The user can enter up to 12 prompts.
| Prompt 01 | Prompt 07 |
| Prompt 02 | Prompt 08 |
| Prompt 03 | Prompt 09 |
| Prompt 04 | Prompt 10 |
| Prompt 05 | Prompt 11 |
| Prompt 06 | Prompt 12 |
These prompts could ask for part numbers, lubricants, special tools, or specifications.
Examples of prompts for equipment might be; "front bearing #", "Filter #", "RPM", "Amperage", "Oil type & qty.", etc.
When a user enters a piece of equipment the system displays the label/prompt requesting user to populate associated field.
---------------------------------------- ----------------------------------------
TRADES - Enter the trade(s) required to perform regular maintenance and inspections on this type of equipment.
A trade 'MUST' be entered for an inspection to be created!
Do not list trades used for repair work because each job will be different.
Note:
Changing trades in the classification file or inspection intervals in the Inspection procedure file or changing the cycle week in the equipment file will cause the old inspection forms to omit inspection procedures if they are reprinted.
---------------------------------------- ----------------------------------------
DUPLICATE THIS RECORD WITH - NEW CLASS - Enter the New Class key
INCLUDE CHECKS - Check Box - Mark this check box if you wish to include checks when duplicating.
DUPLICATE - Push button - Once clicked the system will create a new duplicated record.
After duplicating record, please save again after reviewing all fields.
---------------------------------------- Page 2 ---------------------------------------- ----------------------------------------
Reading name/type fields are used for automatic generation of inspections based on readings taken. Call MCS to activate this module.
Option: 1st line: Minor PM/Quarterly 2nd line: Major PM/Yearly
Reading name/type - Enter the parameter label, up to 29 characters are available.
Cycle units (hours/miles) - Enter the low value of the reading
Example:
Reading name/type = Oil Change
Cycle units (hours/miles) = 6000
__ - Not used
__ - Not used
---------------------------------------- ---------------------------------------- ----------------------------------------
__ __ __ - Not used
---------------------------------------- ---------------------------------------- ----------------------------------------
NUMBER OF FAILURES IN SO MANY MONTHS* - Generally user would put 2 here representing 2 failures in one month.
PERCENT OF FAILURES IN SO MANY MONTHS* - Generally 5 percent failures in one month.
NUMBER OF MONTHS (FAILURE CALCULATIONS)* - Generally one month.
*[Used in QA/risk management reports]
AVERAGE REPAIR TIME - Average repair time. User may enter or mPro3 will fill in as set in the 'Set New Repair Times' menu option.
UPDATED - This is a system populated field showing the time this screen was last updated.
---------------------------------------- ---------------------------------------- ----------------------------------------
SEND INSPECTION PARTS TO SERVICE HISTORY - If you have inspection parts (listed on the inspection checks screen) when the inspection is closed the parts will list in service history.
MOVE CYCLE WEEK FORWARD BASED ON ANY COMPLETED INSPECTION - Changes the equipment cycle week to the next 'New' due date.
(QA category=6, first trade only)
- For this to work, the repair has to be closed with a QA category 6 for the 1st trade only - pay special attention to the QA category of 6.
---------------------------------------- ---------------------------------------- ----------------------------------------
NOTES AND ATTACHED FILES: - Links the picture of this type of equipment and user manuals.
ATTACHMENTS - For each file attachment, Browse file and press Save.
Use Browse only after 1st Saving a New Record
- Attached PDF, DOC, RTF documents will display links on service request and status form equipment list and below after saving.
- Attached JPG, GIF, BMP, TIF pictures will display on service request and status form equipment list and below after saving.
- Although not required, see Attachments section in this manual for suggested naming conventions.
See the Categories section of this manual on how to use the Categories function.
---------------------------------------- ---------------------------------------- ----------------------------------------
INSPECTION NOTES - These notes appear in the close order form. This is so the technician can fill in readings that must be recorded in service history.
- The system displays 'Please Check Link or Record Inspection Readings in Notes' at the top of the screen.
- If you want an attached document link to show up in the closing form, use the Browse button above to Upload your document.
Cut the link and paste in the inspections notes section.
Click Save.
Note: a Red X will appear next to the document name, use this to delete the document from the class file. (Does not delete from the
documents directory.)
We recommend that you prefix inspection check templates with "checks" followed by the model # and class key or name.
Push-button Links:
CHECKS - Push-Button - If checks exist, the Inspection Checks (tasks) show screen will appear. This shows the checks associated with this class. Use the Prior and Next push- buttons to navigate through this file.
ADD CHECKS - Push-Button - The system will display the 'Inspection Checks (tasks)' screen the 'Checks' box will be blank. This allows user to add new checks.
ALL CHECKS - Push-Button - The system will display all associated checks, click the +/edit to see details on a specific check.
DELETE - Push-Button - When a class is deleted, warn user if there are Units or Areas before deleting.
Revised: 08/22/2017
Clear Monthly Billings (top)
Overview:
Clearing Monthly Billings - Blanket Work Orders
Clearing Monthly Billings
This program clears all labor, material and hours charged on blanket repair orders that are billed on a monthly basis. A blanket work order is specified by setting field "Blanket Order" in Repair/Inspection Orders window to 1.
If you wish to keep long term charges, you should open up (add) a project and put the project # on the repair order. (See Projects).
This program should only be run after you have run your Monthly reports, and before you close work orders for the new month. From the UTILITIES pull down menu, select "Clear monthly billings". Choose "CLEAR" to clear monthly billings, or click on MENU to cancel this process and go back to the menu. You may see work order numbers scroll on the screen as the program processes them.
Note:
When closing blanket work orders, always answer "Y" to the "Complete Y/N" prompt so that the Blanket order will not
show on open order reports.
See section on "Blanket Work Orders" in this manual.
Revised: 07/22/2002
Clear Year To Date Figures (top)
Overview:
Many of the data files maintain year-to-date costs of materials and labor. These figures need to be cleared at the end of the fiscal year, after
all work has been closed, monthly reports, and a fiscal year backup tape has been completed.
It is also recommended that you print a cost center list showing Year-to-date figures. Some facilities also print equipment, parts, employee, trade and area lists showing year to date figures.
Select "Clear YTD Figures" from the UTILITIES pull down menu. Press the CLEAR button to clear year-to-date figures, or press Menu to exit this function without clearing YTD figures. When all figures are cleared, the system will display a message indicating the procedure was successful.
NO OTHER WORK STATION SHOULD BE IN USE WHILE THIS PROGRAM IS BEING RUN.
Revised: 12/21/1999
Clear Orders (top)
Overview:
This is an optional program that helps make several programs run faster. This program marks Work Order and Project file records for deletion,
and then Packs the file.
NO OTHER WORK STATION IN THE SYSTEM SHOULD BE IN OPERATION when this program is executed. Clear the work orders after running the monthly reports.
To clear the work order and project files, select Clear from the UTILITIES pull down menu.
Caution: Only run this if you are low on disk space.
Revised: 12/21/1999
Close Orders (top)
Path:
a. Close on the Quick Link, header menu
b. Closings > Close Orders
c. On a REPAIR / INSPECTION order, click the Close push-button, next to the Order #.
d. Page# *208
Overview:
The closing program allows more than one person to close work orders at a time. A Work Order may be closed more than once to allow accurate recording of all work performed. For accurate accountability reporting, the first closing should always use the service code or action verb which best describes the overall reason this work order was required.
The term 'Work Order' may refer to either repair or inspection.
Flags and Security Settings:
- F002 Set closing employee to logged in employee
- F028 post when saving record #
When active (checked), will post all orders upon clicking the save push-button regardless of setting in the user file.
You can also enable individual users to post when saving. See Closings & Post and User file for more information on privilege settings.
When the flag is not active (unchecked)
Access set on the closing file of '4' users, This will save and post their work entered.
Access set on the closing file of '5' users may post all work regardless of the flag setting in the SETUP File.
- F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing
- F039 Skip to Employee field in close orders, OTHWERWISE it's date completed
- F061 Do not update trade with employee's trade (closing)
- F069 Must set Order Status when closing (i.e. do not default to CLOSED)
- F074 Don't dup tech in close
- F095 Auto delete/archive equipment when closing with code 1429/1649 - See 'Equipment To Be Archived (Inactivated) - Automatic Process' section in this manual for details.
Miscellaneous:
- See Service Codes section of this manual for details on service codes.
- The edit link appears only if automatic posting is off and user has the privileges of 4 and below.
See Closings & Post and User file for more information on privilege settings.
- If the system is set to 'Have system set QA category based on Action Service Code', the QA category is set on the first service code on the first closing.
Note: If the work order is an inspection, the system will only allow QA categories 4,6,7.
Process Flow - Close Orders: (top)
-
Enter the Order or Control Number that you wish to close.
- Select appropriate check boxes (Definitions are in the Push-button/Check Box/Links section below).
- Press the Continue push-button to move onto the next screen.
-
The 'Close Orders - Display Open Orders' screen will appear if 'Skip display of open orders and any contract information' is unchecked and there is applicable data.
-
The 'Close orders-entry form' screen will display with the order #, etc. Some fields may be automatically filled-in.
Enter your closing data (Employee, Service Minutes, etc.) Your site may have required information/processes.
- Enter Date Completed. When applicable, enter End Time etc.
- Enter Set Order Status to the appropriate Order Status.
- Enter Employee.
- Enter Service Minutes.
- Enter service codes - Action, NounA, NounB:
- Enter the service code numbers in the Action, NounA, NounB boxes and click Go. - The system will populate the nomenclature of the codes in the Action/Service, Noun/Service and Noun/Service dropdowns.
--or--
- Enter a piece of the word in the Action, NounA, NounB boxes and click Go - The system will populate the Action/Service, Noun/Service and Noun/Service dropdowns with Service Codes that match what was entered.
- Use the 'Clear All Codes' push button to clear service codes
- Links and required Readings:
- Links for Inspection and/or Model Checks display in the upper section of the screen when an order is an Inspection.
- If a linked document is defined the 'Inspection Notes' section of the 'Class' page, the link will appear above the notes box.
- If PM readings are required (defined the 'Inspection Notes' in the Class file), the system will display 'Please Check Link or Record Inspection Readings in Notes'. The technician can fill in the blanks and details will appear in service history.
- To enter a closing with parts:
Put the Part Number in the Get Parts box and click go.
The rule is:
The less you put in the GET PART# field, the more drop down you get.
Example: If you know your part starts with a 2... enter the '2' only and Click the GO push-button
If nothing is returned in the drop down, you may Add new parts on the fly (See bottom of screen).
To do this - the user needs to have the appropriate privileges.
Note: The system will prompt in Red 'Part Already Exists' if the part already exists in the system and the user tries to add again.
-
Click Save; The system may respond 'Codes Ok. Please click Save'; Click the Save button again; The system will respond 'Closing for order# nnnnnn Saved' - Always look for this message to verify the system has processed the close. .
Field Descriptions - Close Orders: (top)
ORDER # - The system will display order to be closed, in addition the current order status is displayed.
QA CATEGORY - Choose the appropriate category for the work that was performed. The QA Category is used to categorize and report on orders.
Note: If the work order is an inspection, the system will only allow QA categories 4,6,7.
DATE COMPLETED - The date when the work order was completed as MM/DD/YYYY. The date will default to the system date, or the last closing date entered.
START TIME - If applicable to your site, enter the work start time.
END TIME - If applicable to your site, enter the work start time.
PRIORITY - Enter if desired. User defined field, although most sites use 1, 2, or 3.
AREA/NEW AREA - If applicable, Enter the Area Key and click the Go push button, the drop down list will then populate.
CONTROL/NEW CONTROL - If applicable, enter the Control Number and click the Go push button, the drop down list will then populate. Control# must be an exact match to what is in the equipment file.
SET ORDER STATUS TO - Select one, otherwise it will be set.
See Service Codes section in this manual for Site defined Order Status codes (1470 to 1489).
Status |
WO Status after Close |
System Defined |
Close Date Updated |
Notes |
Open |
Being Serviced Now/TBD |
Yes |
No |
Only used when the WO has no activity. |
Closed |
Closed |
Yes |
Yes <== |
|
Being Serviced Now |
Being Serviced Now |
Yes |
No |
|
Open Tried To Inspect |
Open Tried To Inspect |
Yes |
No |
|
Parts On Order |
Parts On Order |
Yes |
No |
|
Out for Repair |
Out for Repair |
Yes |
No |
|
Deferred Service |
Deferred Service |
Yes |
No |
|
Out Of Sight |
Out Of Sight |
Yes |
No |
|
Waiting On Parts |
Waiting On Parts |
Yes |
No |
|
Waiting For On Site Service |
Waiting For On Site Service |
Yes |
No |
|
PO NUMBER / SET PO - Enter a PO number and Click Set PO, the PO number will appear in the Work Order file.
FAILURE TYPE - Used to document what caused a failure. See Failure Type section in the manual for details.
---------------------------------------- Employee 1 ----------------------------------------
EMPLOYEE - Select the appropriate Employee from the drop down menu.
SERVICE MINUTES - Enter the time in minutes required to perform the service. For accurate accounting reports, always enter the actual amount of time used to complete this work order. This field is automatically populated if Time in the Inspection checks file is filled in.
MATERIAL $ - Enter the total cost of materials used by the technician.
- If parts and materials are being charged by another method in your hospital, do not enter material dollars here.
- Costs not included, may be: materials covered under a contract -- or -- costs automatically calculated using the parts closing option.
- If parts are added to the closing, the cost of parts will be added to the Material Dollars in Service History.
RATE - The rate which should be charged for this work. By default the field is set for "R-regular time".
- For regular time, the rate comes from the employee file. Generally overtime = 1.5 X Regular rate, and premium time = 2.0 X regular rate.
For overtime and premium time, the rate may also come from the trade file. Change Setup (3) file. See F047.
This field is not used for vendor related services.
SERVICE CODES - Describe the work that was done. The mPro3 system uses a verb-noun-noun system to record completed work. Codes are used in addition to free form comments because codes can be analyzed and reported in a meaningful manner.
- See Service Codes section of this manual for more details.
- For accurate accountability reporting, the first work order closed should always use the service code or action verb which best describes the overall reason this work order was required.
- You can use the ACTION/NOUN/NOUN boxes or the drop downs.
ACTION/SERVICE CODE - Enter a verb or Service Statement code that best describes the work completed.
- Service Statements are single codes which describe other than regular repair work.
Example: 1104 Unit damaged, or 1600 Safety inspection.
- If work order has a valid Request Code entered, the time, service codes, and material$ will be displayed on the screen. These data elements come from the Request Codes file. You may override these to enter the actual service codes performed, or accept the defaults.
NOUN/SERVICE CODE - Verbs (Action/Service) can be followed by one or two nouns to clarify the component on which the action was taken.
NOTES - Use if necessary
If a linked document is defined the 'Inspection Notes' section of the 'Class' page, the linked document will appear above the notes box.
If readings are required and are defined the 'Inspection Notes' section of the 'Class' page, the system will display at the top of the screen 'Please Check Link or Record Inspection Readings in Notes' - The technician can fill in the blanks, details will appear in service history.
---------------------------------------- Employee 2 ----------------------------------------
EMPLOYEE 2 - If a second employee worked on this order, enter the employee here. Complete Service Minutes, Rate, and Service Codes.
---------------------------------------- Vendor ----------------------------------------
VENDOR - Select the appropriate Employee from the drop down menu.
- For an explanation of billing vendor contracts, see Contracts.
- After posting, the service code will move to the first line. This is a normal process to make searching easier after posting.
SERVICE MINUTES / VENDOR MATERIAL $ / VENDOR LABOR $ - Enter from the service report.
SERVICE REPORT # - If work was performed by a vendor, enter the Service Report #.
NOTES - Use if necessary
---------------------------------------- Parts ----------------------------------------
QTY - Enter the quantity of the parts used.
*LOC#- Not implemented at this time.
PART NUMBER - Select the appropriate Part from the drop down menu. See 'Get Parts & Go Push-button' below.
SHOW PARTS - Click on this link and the system will open a popup window displaying the Parts 'Find screen'. You may use this to find your part number.
GET PARTS - Enter the first few letters of the Key. Click on the Go push-button and select the appropriate Part from the drop down menu. See 'Go Push-button ' below.
GO PUSH-BUTTON - Used in conjunction with Get Parts. See summary below.
Summary:
If parts are needed, enter the part# in the box under the text 'Get Part#' , press the Go push-button. The window will refresh and a drop down list of any matching parts will now be available in the drop down menu.
The rule is:
The less you put in the GET PART# field, the more drop down you get.
If the part number is not an exact match the system will respond 'Part Number nn key not exact match'
Example: When entering the number 1, the system returns all entries starting with the number 1 in the drop down menu. Select the appropriate part number(s) and quantity.
CLEAR PARTS Push-button - This push-button will clear all parts in this section of the screen
ADD NEW PART - This option allows the user to add a new part into the database.
----------------------------------------
For an explanation about closing with the automatic parts option, read about the prompt "WITH PRICE PARTS CHARGED TO WO" in the Setup file section.
AUTOMATIC PARTS OPTION - When closing inspections, if you want the parts listed in the 'Inspections Check Procedures' to be charged automatically to the work order, mark the flag "Inspection parts price charged to inspection - F012" in the Setup file (page 3). The PRICE field in the PARTS file will be used for this calculation. Therefore you do not need to enter the
parts on this screen since the parts are in the Inspection Check Procedures.
- In addition see: Setup file section, "Inspection parts price charged to inspection - F012", and the explanation for "material $".
- POST When you close, the information entered on this screen is stored in a file. At the end of the day (or any time) that information needs to be "posted" to the database.
- It is recommended that you Browse the data before posting to catch any data entry errors.
---------------------------------------- ----------------------------------------
ADD WORK ORDER PDF LINK TO NOTES - Check box - If a PDF document was scanned with this work order number and put in the documents folder the system will automatically link that document to the service history. This is only for users who have direct access to their server.
- Scenario:
Several documents are scanned and put in the documents folder on the server. The user clicks the check box and a link is created between the documents and the work order. mPro3 assumes the documents have the order number in the title and are PDF file types.
- Generally users scan the document click browse then attach.
ADD A FILE/DOCUMENT - This feature lets you import a file or document into service history.
How to import a file/document. (The document should already be scanned.)
- Click on the Browse button (located on the bottom of the page) and search for the file in your windows directory.
- Click on Open or double-click the file.
- Click the Go Push-button >
- The system will respond 'Document uploaded'. The file name will be listed in the notes and a link will be created on the screen to view the file.
- If the document to be uploaded has the same name as a document currently in mPro3, the system will respond 'Document was not uploaded - already Exists'
- You may use the check box 'Attach document if uploaded previously'. mPro3 will use the document currently in the mPro3 attachment directory.
- Enter the rest of your closing data, if you have not already done so.
- Click save.
Note: See Attachments section in this manual for directions on how to add multiple attachments and suggested naming conventions.
PROJECT # - Enter your project number in the 'Get Project' field and click the Go push-button. The project will now appear in the 'Project #' drop down menu.
Push-button/Check Box/Links:
CHECKS - Text Link - mPro3 puts links to inspection checks and model checks on the screen (lower right corner of the top section of the page).
Note: For a QA 8 incoming inspection, the inspection trade needs to be set on the work order.
CLICK TO DISPLAY SERVICE - Text Link - Appears after clicking save and a control number is defined in the work order. This link shows equipment service history.
CLICK TO PRINT ORDER - Text Link - Appears after clicking save. Click this link to print the work order.
DO NOT OVERRIDE EMPLOYEE - Do not override employee in the Work Order file. To prevent a Work Order Employee from being updated to the Closing Employee use this check box.
GO - Push-button - Enter the data in the box to the left of the go push-button and the system will return values in the drop down menu. Select the appropriate entry in the drop down.
HAVE SYSTEM SET QA CATEGORY BASED ON ACTION SERVICE CODE - Check box - The system defaults this check box to checked. See the Service Code section of this manual to see what QA categories go with associated service codes.
NEW - Push-button - Appears after the closing is saved allowing user to close a new WO.
NEW CLOSING SAME ORDER - Push-button - Appears after the closing is saved.
QUICK UNCLOSE - Check Box - See Unclose Work Order section of this manual for details.
SHOW SERVICE CODE LIST - Check box - This displays all the service codes in the drop-downs. Page takes longer to load.
SKIP DISPLAY OF OPEN ORDERS - Check box - The system will skip the 'Open Orders'. Be aware, if you enter a control number for your search criteria, and you check this box, the system will go directly to the first sequential open work order number.
Revised: 06/18/2018
Close Multiple Orders (Employee/Vendor) (top)
Path:
Closings > Close Multiple Orders (*119)
Closings > Close Multiple Vendor Orders (*406)
Overview:
This menu option allows a user to close multiple work orders that have the same tech, time, *service codes, date, etc.
Miscellaneous:
- *If action/service codes are blank, then action/service codes are taken from the Work Orders.
If the Work Order service codes are blank the system will close the order with 'No' Service Codes.
- Only Open Orders are closed unless the 'Process Closed Orders also' check box is checked.
- An entry in the audit file is created action=RNG
Process Flow:
Closing information will be the same for all work orders in the group.
- Enter Order Numbers.
- Set QA Category - QA Category must be set.
- Enter Date Completed (Time of Day - If applicable to Site)
- Set Order status
- Enter Employee (Employee 2, Vendor, if applicable), Service Minutes, etc.
- If action/service codes are blank, then action/service codes are taken from the work orders.
If the Work Order(s) have 'NO' service codes, the system will close the order with NO service codes.
- If you want closed orders to be processed mark the check box: 'Process closed orders also'.
If this check box is Not checked and there are closed orders in the group, the system will respond' Order# nnnnnn is closed already'.
- Click save
Field Descriptions:
See Close Orders - Field Descriptions for a complete list of closing field descriptions.
Push-button/Check Box/Links:
PROCESS/SAVE - Push-Button - Saves the record
DO NOT CLEAR ORDER NUMBERS - Check Box - Do not clear order numbers after saving
CLEAR ALL CODES - Push-Button - Clear all codes in the Action Noun boxes
CLEAR NOTES - Push-Button - Clear the notes in Employee and Vendor sections
GO - Push-Button - Fills in the associate parts drop down with entries that match what is put in the Get Parts box
CLEAR PARTS - Push-Button - Clear parts in the Part Number/Name boxes
PROCESS CLOSED ORDERS ALSO - Check Box - Directs the system to close, already closed orders.
Revised: 03/31/2015
Close Range Of Orders (top)
Path:
Closings > Close Range of Orders
Overview:
This menu option allows a user to close a range of work orders that all have the same tech, time, service codes, date, etc.
The same requirements etc. apply as in Close Multiple Orders except this option allows the user to define a range of work orders.
See Close Multiple Orders (Employee/Vendor) section for details.
Miscellaneous:
An entry in the audit file is created action= RNG
Field Descriptions:
See Close Orders - Field Descriptions for a complete list of closing field descriptions.
Revised: 03/21/2016
Close Vendor Orders (top)
Path:
Closings > Close Vendor Orders
Overview:
This menu option allows a user to close a vendor work orders. This can also be accomplished via the regular close orders option.
Field Descriptions:
See Close Orders - Field Descriptions for a complete list of closing field descriptions.
Revised: 03/21/2016
Closings And Post (top)
Path:
Closings > Closings and Post
Overview:
The closing and post option is used for editing and posting only.
When using this option the Post push-button will display for users with the Closing Access level of 5 (post all orders) or 6 (post your orders).
See Phone Closings and Post for Phone specific information.
What is the difference between closing and posting?
The closing programs allow for more than one person to add & close work orders at the same time. When you close, the information entered on this screen is stored in a file. When you post, the data is stored to the database.
Why is closing separate from posting?
Closing is done separate from posting to give management the ability to review data prior to being posted to the database. This ensures data integrity. Once a record is posted the data cannot be corrected. You must use the unclose option.
When should I Post?
At the end of the day (or any time), this data must be "posted" to the database. This should be done about once a day. "Posting" is a disk intensive operation and we recommend that no additional closings should be done while posting.
How do I verify a close order is posted?
Go to the 'Closing And Post' option; Select the Posted radio button; Click Find; View the status field, “P” means posted.
Flags and Security Settings:
In the setup file there is the setup flag F028 - Post when saving record. When active, the system will automatically post all closings.
When the Auto Post - F028 setup flag is unchecked (off), Users with the following privileges defined in the User File are allowed to:
- Access 5: The system will automatically post the users closings, in addition user has the ability to posts other users
closings by displaying the 'Post' push-button in the 'Closing And Post' option. Wherever the post push-button appears,
the system will post all records. User cannot post individual closings.
- Access 6: The system will post the users closings. Applies to that employees closings only.
Note: The post push-button still appears for clients who use Phones/PDA's.
- 'Allow user to Post regardless of closing level (S04)' - Defined in the user file
This check box allows the user to post their own closings when this flag is checked (active).
Process Flow:
Find Screen:
- Depending on your post privileges, you may post records from this screen by selecting the Post push button.
- The following criteria is associated with the Find Push-button
ALL / POSTED / NON-POSTED - Show these type records in the 'Closing Select' screen.
SHOW SERVICE CODE LIST - Show complete service code list in the drop down menu. Note: Page takes longer to load.
SHOW ACTIVE ONLY - Show active records only in the 'Closing Select' screen.
INCLUDE ORDER SERVICES REQUESTED - Include Service Requested in the 'Closing Select' screen.
- CLEAR POSTING LOCK - If posting is locked, this allows user to clear the lock.
Example: Can be used for - Cannot post Work Orders over 5 years old.
Closing Select Screen:
STATUS - Values are defined below in the Field Descriptions section.
CYN - 'Closed' Yes or No (YN) -- U=Unclose (reverse a previous close entry)
Closing Show Screen:
See Field Descriptions below for definitions.
Field Descriptions:
Status (Posting Status):
This field defines the posting status
P - Posted
I - In use (Unposted)
O - Regular Close Pocket PC or Palm (Unposted)
W - New Work Order Pocket PC or Palm (Unposted)
A - Add & Close Pocket PC or Palm (Unposted)
C - Quick Close Pocket PC or Palm (Unposted)
D - Deleted
Close Type:
This field tells user what type of closing this is.
0 - Regular Close using mPro3 web page
1 - Add and Close using mPro3 web page, Pocket PC, or Palm
2 - New work order from Pocket PC or Palm (This type wo goes to the closing file for review)
4 - Closing from Pocket PC or Palm
Request Key - Is the Request Code
Push-button / Links:
POST - Post the records
RESET - Reset criteria on the Find screen.
PAGE 2 - More select search criteria is on page 2.
CLEAR POSTING LOCK - If posting is locked, this allows user to clear the lock.
Note: Example: Can be used for - Cannot post Work Orders over 5 years old.
Reports/Lists
Posting Issues - Report - If any posting issues occur a green link will appear with details.
Revised: 08/10/2016
Complete Purchase Orders (top)
Path:
Purchase Orders -> Complete Purchase Orders
Overview:
This program scans open purchase orders and purchase order items, then sets completed
date to today's date if all items have been received.
We suggest you run this job periodically.
Push-button/Check Box/Links:
COMPLETE - Push-button - Click this push-button to start the process
Revised: 06/04/2012
Contract (top)
Path:
a. Look up Tables > Contract
b. New Record > Contract
Overview:
Service contracts are entered only AFTER THE EQUIPMENT HAS BEEN ENTERED.
When you enter a repair and the equipment is under contract, the contract information and notes appear on the Alert Screen.
SPECIAL INFORMATION ABOUT CONTRACTS:
- TWO CONTRACTS ON THE SAME PIECE OF EQUIPMENT - If there are two contracts on the same piece of equipment, enter the control # on the contract of most significance. Enter information about the other contract in notes.
- CLOSING WORK ORDERS FOR EQUIPMENT UNDER CONTRACT - Use the regular closing programs. Costs can be distributed in various ways. In general however, the contract type and order type play an important role.
- DISTRIBUTING/BILLING THE COSTS OF CONTRACTS - It is assumed that the contract cost has been distributed to the appropriate cost center and equipment. In the future see Utilities for a program to do this. (UPCNTEQP.PRG)
YTD=year to date
- CONTRACT file - The contract file is ALWAYS updated. This means that all work done by the contract vendor updates the vendor figures. Work done by other vendors and employees updates the employee figures.
Travel time is updated when using service code 2008 for closing work orders. It is assumed that only the vendor with the contract will charge
travel time. The labor $ of the work order is the time put on the closing screen multiplied by the travel rate from the contract.
All material charges (inspection & repair) are grouped together.
- VENDOR, SYSTEM, TRADE files - The vendor & system files YTD figures will ALWAYS be updated. These files have labor, material & time.
Determining factors for COST CENTER & EQUIPMENT files.
Order type (1&2 inspections; all others repairs)
Contract type (1=service & insp., 2=service, 3=inspt)
- COST CENTER file - The cost center YTD figures are not usually updated.
Example#1
The contract vendor does repair work, the contract covers repairs, so YTD figures are not adjusted.
Example#2
The contract vendor does repair work, the contract covers inspections only (type 3). YTD is
updated.
Example#3
A vendor (not contract vendor) does any type of work. YTD is updated.
- EQUIPMENT file - The equipment file has more YTD and lifetime figures as well as no charge figures.
Some field is ALWAYS updated.
If the repair or inspection is covered under contract, the charges go to the NO CHARGE figures. It is assumed that you distributed contract costs using the UPCNTEQP.PRG utility program which update VENDOR figures.
- CONTRACT EQUIPMENT VALUE - Equipment value (or the total of all equipment cost numbers) is updated by the re-total units program/utilities pull down. This value is not updated when entering new equipment. The contract cost distribution program (UPCNTEQP.PRG) also updates this.
Miscellaneous:
- The number of calls and units are updated by mPro3.
Process Flow:
- To add a new Contract: New Record > Select Contract from the Drop Down menu and click Continue > Enter the required fields > Click Save.
- To modify a Current Contract: Look up Tables > Contract > Enter Key and click Find > Click +/edit next to the appropriate entry > Make any modifications necessary > Click Save.
- To add Equipment to a Contract via Equipment:
- Go to the Equipment 'Quick Link' enter the control number > Click Find > Click +/edit >
- Select the Contract from the Contact Drop down (Located in the Specifications section of the Equipment file >
- Enter the Contract Cost field - Portion of the service contract cost for this piece of equipment.
Note: See Equipment section of this manual for further field definitions
- To add Equipment to a Contract via Contracts Screen:
- See the 'Add Equipment' or 'Add or Remove Equipment with Monthly History' in Field Description' sections below.
- Contract 'A' has expired, Contract 'B' has changed, the site wants to track the totals of each contract.
- A new contract would be best. This keeps the totals for the expired contract intact.
- However, you may copy the contract $ and # of calls into the notes and then clear them out.
This way you don't have to add a new contract and update all the equipment.
- Charges Example:
- Create a contract using the Contract Type of 'Service and Inspection'
- Close a work order for that Contract with that Vendor - Enter time labor and material
--------------------------------
- Work Order: Labor and Material will appear in the 'No Charge' row. Time is currently not recorded.
- Service History: Time, Labor and Material will appear.
- Contract: Charges section of screen will be updated
Check List:
---------------------------------------- Contract ----------------------------------------
Contract ___________
Name _________________________
Start date ____/____/________
Expiration date ____/____/________
Cost ________________
Number of calls __________
Units ___________
Type ___________
Cost Center ___________________
Department ____________________
Dept contact ___________________
---------------------------------------- Vendor ----------------------------------------
Vendor ___________________________
Vendor contact _____________________
Vendor phone ______________________
---------------------------------------- Terms / Rates ----------------------------------------
PO number _________________________ Labor rate ________________
Request Key ________________________ Overtime_Rate ____________
Coverage ___________________________ Travel rate _______________
Terms ______________________________ Insurance ________________
Upgrade ____________________________ Exchange ________________
Upgrade ____________________
Rentals _____________________
Uptime _____________________
Nc_Flag ____________________
Insured _____________________
---------------------------------------- Charges ----------------------------------------
Time _____________________________________________
Labor ____________________________________________
Material __________________________________________
Insp. Time _________________________________________
Insp. Labor _________________________________________
Travel time _________________________________________
Notes:
---------------------------------------- Add Equipment ----------------------------------------
Control No. __________________
Cost ________________________
Field Descriptions:
---------------------------------------- General ----------------------------------------
CONTRACT KEY - 6-12 number or letter key to identify the contract. This might be the contract number or name.
NAME - Name of the contract.
START DATE / EXPIRATION DATE - Start date of the contract / Last date the service ends.
Note: If the Equipment Contract Start and End dates ARE defined in the Contracts Extra tab, The system displays those dates next to the Contract drop down on the Equipment show screen. If Contract Start and End dates are NOT defined in the Contracts Extra tab, the system will use the dates defined in the contract file for processing.
COST - Enter the total contract cost.
NUMBER OF CALLS - How many service calls performed. The number depends on when equipment was added to the contract and if the contract was used. This number can be re-totaled via Utilities > Retotal Programs > Retotal Contract.
UNITS - How many pieces of equipment on the contract. This number can be re-totaled via Utilities.
This number can be re-totaled via Utilities > Retotal Programs > Retotal Units.
TYPE - 1=special, 2=service & inspection 3=service only, 4=inspection only, 5=limited service
COST CENTER - Select the appropriate Cost Center from the drop down menu
DEPARTMENT - Select the appropriate Department from the drop down menu
DEPT CONTACT - Contact within the department (requesting location).
---------------------------------------- Vendor ----------------------------------------
VENDOR - Select the appropriate Vendor from the drop down menu.
VENDOR CONTACT - Vendor Contact.
VENDOR PHONE - Vendor Phone
---------------------------------------- Terms / Rates ----------------------------------------
PO NUMBER - Enter the Purchase Order # under which the contract was ordered.
LABOR RATE - Labor pay rate.
REQUEST NUMBER - The purchase order request number.
OVERTIME RATE - Overtime pay rate
COVERAGE - Hours of coverage
TRAVEL RATE - Travel pay rate
TERMS - Contract payment terms
HOLIDAY RATE - Rate during holiday
UPGRADE - Does this contract cover upgrades Yes or No
FLAT FEE - Enter if there is a flat fee for service
RENTALS - Does contract give free rentals.
INSURANCE - Enter amount of insurance this contract has.
UPTIME - Does the contract guarantee a certain uptime. Example: Service must be done within 24 hours.
EXCHANGE - Exchange amount example: 5 year warranty on battery
Nc_FLAG - User defined field.
INSURED - Is equipment insured by the contractor Yes/No
---------------------------------------- Charges ----------------------------------------
| |
Employee |
Vendor |
TIME - Time charged. |
System populated |
System populated |
LABOR - Labor charged |
System populated |
System populated |
MATERIAL - Material charged. |
System populated |
System populated |
INSP. TIME - Inspection Time |
System populated |
System populated |
INSP LABOR - Inspection Labor |
System populated |
System populated |
TRAVEL TIME - Time used for travel |
not applicable |
System populated |
EQUIPMENT VALUE - Dollars of equipment value.
Retotal in Utilities > Retotal Programs > Retotal Contract |
not applicable |
System populated |
NOTES - Enter Notes. When you enter a repair and the equipment is under contract, the contract information and these notes appear on the Alert Screen.
BROWSE / ATTACHMENTS - For each file attachment, Browse file and hit Save. Attachment names should be unique.
---------------------------------------- Add Equipment ----------------------------------------
To add equipment to this contract, fill in control#, the annual cost and hit enter
CONTROL NO - Enter the control number of the equipment to be added to the contract.
COST - Enter the 'Annual' Cost of the contract for this specific equipment item. This cost will be automatically inserted into the 'Contract Cost' field in the equipment record.
---------------------------------------- Add or Remove Equipment with Monthly History ----------------------------------------
This section is for contracts that have had history automatically added via Special Utilities/Add monthly service history for contracts.
CONTROL NO. - Enter the control number
START DATE - Enter the Start Date
END DATE - Enter the End Date
REMOVE CONTROL - Push-button - To remove 1 control from this contract: Fill in control# and date ranges, then click Remove control (history will be removed for date period)
COST - Used with Add Control push-button below
ADD CONTROL - Push-button - To add 1 control to this contract: Fill in control#, date ranges, and cost. Click Add control (history will be added for date period)
---------------------------------------- Duplicate ----------------------------------------
NEW CONTRACT: Enter the new Contract Key
NEW CONTRACT NAME: Enter the New Contract Name
MOVE EQUIPMENT TO NEW CONTRACT - Check mark to move equipment from an expiring contract to a new contract.
Push-button/Check Box/Links:
DISPLAY EQUIPMENT - push-button - Click the Display Equipment push-button to list all control numbers under contract.
REMOVE CONTRACT FROM EQUIPMENT - push-button - The system will remove ALL equipment from this contract.
BROWSE - push-button - Used to add attachments
REMOVE CONTROL - push-button - Fill in data above the push-button. The system will remove the control number from the contract and history will be removed for the date period.
ADD CONTROL - push-button - Fill in the control #, date ranges and cost above the push-button > Click the Add Control push-button, the control and history will be added to the contract for the date period.
MOVE EQUIPMENT TO NEW CONTRACT - check box - Check mark to Move equipment on an expiring contract to a new contract.
DUPLICATE - push button - Once clicked the system will create a new duplicated record.
CATEGORIES - push button - Click button to access the Categories setup screen
Revised: 07/08/2016
Controls - Navigating mPro3 (top)
The following controls are used throughout the mPro3 application. The push-buttons and the actions they perform are:
NEXT Positions the pointer on the next record.
PRIOR Positions the pointer on the previous record.
TOP Positions the pointer on the first record.
BOTTOM Positions the pointer on the last record.
FIND allows you to locate records in table mode that meet specific criteria.
Push-buttons in the window are enabled or disabled depending on the position of the record pointer in the database.
See: General Help, Browse, Look up Tables Menu.
Revised: 07/23/2002
Cost Center / Department (top)
Path:
Look up tables > Cost Center / Department
Page# *14 or *CC
Overview:
The Cost Center / Department file is used to track costs.
One file is used for both cost centers and departments. You may define entry as a cost center, department or both.
Typically:
Cost Center = Represents the Cost Center that is financially responsible for the device. (Note: Several 'departments' could share the same cost center.)
Department = Represents the “user/equipment” department.
Flags and Security Settings:
F017 Move cost ctr week, risk, employee when adding a new equipment record
F024 take employee from cost center when adding a new work order for an area
F026 Closing updates by department
F045 take employee from department file when adding new equipment
F058 Disable 'Requested by' in Service Request and Status Form' - See Contact in field descriptions below.
Miscellaneous:
When equipment is added, Employee, week due, and risk are automatically entered for equipment in this department if the flag (F017) is set in setup file.
We suggest you DON'T delete (inactivate) the Cost Center/Department while there are still work orders open against it.
Check List:
Make copies of this form in order to gather data.
Cost Center [data entry use] ______________
Cost Center No. _______________________
Name _______________________________
Contact ______________________________
Extension ____________________________
Field Descriptions:
COST CENTER KEY- At least the first three letters must be the same as the cost center name. Three letters of the first word and three letters of the second is suggested. (i.e. "NURSER" = Nursing Services.) Some cost centers, such as "CCU", may be known by a common abbreviation, but it is better for sorting and searching to use "CRICAR". For one word names drop the extra letters. (i.e. SURGER). The field capacity is 12 characters.
Note: Use one common naming convention for ALL key entries.
COST CENTER # - 12 digits or less.
NAME - Enter the name of the cost center in 30 characters or less.
ADDRESS - Enter the address for this cost center.
CONTACT - The supervisor of this cost center.
- By default, when creating a new work order the system inserts the 'Requested By' with the name in this field.
- The Service Request and Status Form default can be turned off in the setup file with flag F058 (Disable Requested by in Service Request).
- The email is 'not' automatically inserted into a new work order.
- Extension 'is' automatically inserted into a new work order.
EXTENSION - Telephone number of the contact (15 characters). See 'Contact' field above.
EMAIL - Enter contacts email address.
- This field is used to send some reports like Inspections Attempted, Equipment to Be Archived, Inspection Reports - Closed report only.
- See 'Contact' field above.
EMPLOYEE - Select the appropriate employee from the drop down menu.
- F017 Move cost ctr week,risk,employee when adding a new equipment record- THIS PROHIBITS CLASS RISK FROM TRANSFERRING
- F024 take employee from cost center when adding a new work order for an area
- F045 take employee from department file when adding new equipment
EMPLOYEE 2 - Select the appropriate employee from the drop down menu.
BUILDING - Enter name of building in 20 characters or less.
FACILITY - Select the appropriate facility from the drop down menu. If the cost center is associated with multiple facilities, leave this field blank.
RECHARGE - If you want to run a monthly report of just rechargeable cost centers, enter 'R' here.
Then you can run the monthly report for these cost centers.
RISK - A number used to identify priorities for scheduling. Used per your own procedures.
When equipment is added, Employee, week due, and risk are automatically entered see flag (F017).
UNITS -
* units and all YTD (year to date) information is updated by the system.
* units may be re-totaled under the Utilities pull down.
TEAM - 12 Character, Free Form field. A group of individuals that work together.
WEEK DUE - This is the week of the primary (usually Yearly inspection). Only use if most of the department fits this schedule.
If setup flag F017 is active (F017 - Move cost ctr week, risk, employee when adding a new equipment record), the system will automatically enter the 'Week Due' in new equipment. The field will not update equipment previously entered.
TYPE - Enter 'N' if you 'DO NOT' want this cost center to show on the 'Service Request and Status Form'; "NES" exclude from Service Request form but show on Safety Officer form; Keep blank if you want it to appear. Enter 'R', for a recharge cost center.
Note: To run a report of this field go to Look Up Tables> Cost Center/Department > Find > Click on the Excel Link> Look for the field name costctr_type.
INSPECTIONS & REPAIRS - Right hand section of the screen:
Shows the work orders for part's maintenance/repair for the current cost center.
CC/DEPT/BOTH - Select the appropriate definition from the drop down list. This is used to determine what displays in a CC/Department menu drop down.
KNOWN AS - Cost Center/Department known as.
CHARGE RATE - Some departments have a higher charge back rate than the employee's charge rate. Usually it is for clinics outside of the hospital.
Enter the department charge rate here, and the system will use the departments charge rate on associated Orders.
NOTES - Enter notes.
ATTACHMENTS - For each file attachment, Browse file and press Save.
Use Browse only after 1st Saving a New Record.
See Attachments section in this manual for naming conventions.
CATEGORIES - See Categories section of this manual on how to use the Categories function.
Push-button / Check box / Links:
UPDATE EQUIPMENT - Push-button - Update equipment with cost center number
OPEN PMs/REPAIRS - Push-button - see below
OPEN REPAIRS - Push-button - see below
- If the F026 (closing updates by department) flag is checked, The system will display work orders according to the department as defined in the Equipment or Area file.
- - - - - - Otherwise - - - - - -
If the system is Bio > Department
If the system is Eng > Cost Center
DISPLAY EQUIPMENT - Push-button - Will display all equipment associated with this class.
Audit Entry:
| Data File |
Action |
costctr |
CHG / ADD / DEL |
Revised: 06/03/2020
Create A Group of Orders (top)
Path:
a. Repairs > Create A Group of Orders
b. *515
Overview:
This menu option allows the user to create a batch of orders, using various criteria.
Miscellaneous:
If creating one control number use the 'Specify Control#'s' boxes - or in the Control Range - define the beginning and ending range.
Process Flow:
- In the upper section of the screen enter the criteria used to select what data the system will use to determine what orders are to be created.
Examples: Create orders for a class of equipment - use the Class Range // Create orders for control numbers - use the Specify control number boxes or use the control number range.
- In the lower section of the screen Enter the data that is to appear on the work order(s).
- Click the Create Orders push button and the system will respond with the order numbers.
Note: Do not refresh screen after creating the orders.
- You have the ability to Print Inspection forms or Repair reports by using the listed push buttons.
Revised: 11/04/2016
Create Area Inspections (top)
Path:
Inspections > Create Area Inspections
Overview:
This option creates work orders for area inspections that are due in the selected week(s) according to cycle week and inspection check/procedure intervals.
Warnings:
- If you create inspections and get an error, do not create inspections again. This will cause system problems.
Contact Mayer Computer Services for assistance.
- When creating multiple batches of PMs, please wait for the batch to complete printing before clicking the 'Create Forms' push-button for the next batch.
Miscellaneous:
Review Calendar Weeks (First Week of Year) section in this manual for week standards.
If you create PMs with an incorrect 'Date Received' please call Mayer Computer Services, we can run a script to correct the date.
To review what PMs were created (currently or in the past) see Audit File section in this manual.
Process Flow / Field description:
- Select the Month from the drop down menu --- or --- Enter the Week range manually:
In all cases, the "starting" and "ending" limits will determine the range of inspections that will create.
- If you select the month from the drop down list, the system will automatically insert the Week Starting and Ending range and the Date to put on inspections (Corresponding to the 1st day of the month selected).
- Or -- you may manually enter the starting and ending week range, (1-52) for the week(s) you want to create scheduled equipment inspections (usually one month). Week to month conversion chart is provided on the mPro3 screen.
- DATE TO PUT ON INSPECTIONS - This date will appear in the Date/Time field of the printed worksheets.
Note: If you create inspections for the following week and the following week is next month, your inspection count on monthly reports will be
high this month and then low next month. To ensure work orders are counted in the correct month, use the option "Date to put on
inspections:" and enter the appropriate date for the following month.
- CREATE BY: Selection will assign the Inspection work order numbers based on the selection.
Note: All inspections are sorted by area as well as class, cost center, or facility if selected in the 'Create By' field.
Additional Settings (Optional) may be used as required. These settings assist the user in defining which inspections will be created. .
Note: For multiyear inspections, the field 'Date Built' in the area file is used to determine when that multiyear inspection is due.
- Click the Create Inspections push-button.
The system will respond 'Creating Equipment inspections. Verifying in nn secs. Please wait.'
Do not refresh screen or push the 'Create Inspections' push-button twice.
- When the inspections are created the system will display:
- Under the Create Inspections push-button:
'Inspections created 1st WO# nnnnnn Last WO# nnnnnn'
'Created nn Inspections.'
- You may now print the PMs by using the 'Print Inspections' or 'Inspection Reports' push-buttons.
Push-button/Check Box/Links:
CREATE INSPECTIONS - Push-button - The system will respond with the First and Last WO#'s, Areas checked and the number of inspections created.
Example:
1st WO#: 131970 Last WO#: 131971
Checked 16 Areas. Created 2 Inspections.
PRINT INSPECTIONS - Push-button - The system will send user to the 'Print Inspection Forms' page. Select the appropriate criteria (if necessary) and click the 'Create Forms' push-button to create your inspection forms, then print those forms. See Print Inspection Forms section for more details.
INSPECTION REPORTS - Push-button - The system will send user to the 'Inspection Reports' page. Select the appropriate criteria (if necessary) and click the Create Report push-button, then print the report. See Inspection Reports (Worksheet) section for more details.
Revised: 05/31/2017
Create Equipment Inspections (top)
Path:
Inspections > Create Equipment Inspections
Overview:
This program creates work orders for equipment inspections that are due in the selected week(s) according to cycle week and inspection check/procedure intervals.
Warnings:
- If you create inspections and get an error, do not create inspections again. This will cause system problems.
Contact Mayer Computer Services for assistance.
- When creating multiple batches of PMs, please wait for the batch to complete printing before clicking the 'Create Forms' push-button for the next batch.
Miscellaneous:
Review Calendar Weeks (First Week of Year) section in this manual for week standards.
If you create PMs with an incorrect 'Date Received' please call Mayer Computer Services, we can run a script to correct the date.
To review what PMs were created (currently or in the past) see Audit File section in this manual.
Process Flow:
- Select the Month from the drop down menu --- or --- Enter the Week range manually:
In all cases, the "starting" and "ending" limits will determine the range of inspections that will create.
- If you select the month from the drop down list, the system will automatically insert the Week Starting and Ending range and the Date to put on inspections (Corresponding to the 1st day of the month selected).
- Or -- you may manually enter the starting and ending week range, (1-52) for the week(s) you want to create scheduled equipment inspections (usually one month). Week to month conversion chart is provided on the mPro3 screen.
- PAGE 2 contains various parameters. If applicable, enter these parameters as appropriate. Click the Page One push-button when done.
- Although Page 2 allows you to enter various parameters, it is recommended that all the inspections for a given month are created at one time. If inspections are created for one class, vendor, trade, or cost center at a time, it will be difficult to keep track of which inspections have been created and which have not.
- Select other Check Boxes as appropriate. See Push-button/Check Boxes/Links: section below for details.
- Click the Create Inspections push-button.
The system will respond 'Creating Equipment inspections. Verifying in nn secs. Please wait.'
Do not refresh screen or push the 'Create Inspections' push-button twice.
- When the inspections are created the system will display:
- In the upper right hand corner of the screen:
'Click link to view report of equipment control numbers missing start year' this only appears if there are records missing the start year.
'Inspections created 1st Order# nnnnnn Last # nnnnnn'
- And -- Under the Create Inspections push-button:
'Inspections created 1st WO# nnnnnn Last WO# nnnnnn'
'Created nn Inspections.'
- If inspections are already created the system will respond with the message:
It looks like the inspections have been created already. See wo# nnnnnnn
- To review what PMs were created (currently or in the past) see 'Audit File' section in this manual - Examples provided cover what criteria to use.
- You may now print the PMs by using the 'Print Inspections' or 'Inspection Reports' push-buttons.
Field Descriptions:
SELECT MONTH OR - Select the month you wish to create inspections. The system will automatically insert the Week range and Date to put on inspections.
WEEK - If you didn't enter the month in the previous field, enter the Starting and Ending week range (1-52) for which you want to create scheduled equipment inspections
DATE TO PUT ON INSPECTIONS - Generally put the 1st day of the month of the inspections to be created.
If you create inspections for the following week and the following week is next month, your inspection count on monthly reports will be high this month and then low next month. To ensure work orders are counted in the correct month, use the option 'Date to put on inspections' and enter the appropriate date for the following month.
CREATE BY - Enter the field to define which order you would like the inspections created. (Area, Class, Cost Center, Facility etc.)
The purpose of this prompt is to make it easier to handle a large number of inspections. For example, create the inspections by class if you want the inspections within each class to be numbered consecutively. Create the inspections by cost center if you want the inspections within each cost center to be numbered consecutively.
Whatever choice you make, the forms will be created in the chosen order in sequence of work order numbers.
Examples:
'Class' - The system creates by class, but it creates
Week 1
Week 2
Week 3
etc.
----------------
"Cost Center", inspections would be generated sequentially by cost center as follows:
Cost Center-A Inspections 1762, 1763, 1764, 1765, 1766, 1767.
Cost Center-B Inspections 1768, 1769, 1770, 1771, 1772.
Cost Center-C Inspections 1773, 1774, 1775, 1776, 1777, 1778.
Cost Center-D Inspections 1779, 1780, 1781, 1782, 1783, 1784.
Cost Center-E Inspections 1785, 1786, 1787, 1788, 1789, etc.
----------------
DON'T CREATE IF LAST INSPECTION DATE IS GREATER THAN - The system will not create inspections for PMs if the last inspection date is greater than the date in this field.
- Example:
When a repair order was created and the technician went ahead and performed an inspection at the same time. The system keys in on the closing QA category of inspections.
This is a good feature since you just did the PM, why create another, although this feature is not generally used.
Push-button / Check Boxes / Links:
CREATE INSPECTIONS - Push-button - Starts the create PM process
-
When the PMs are created, the system will respond with the 1st and Last WO#'s, and the number of inspections created.
Example:
1st WO#: nnnnnn Last WO#: nnnnnn
Created nnn Inspections.
- When Start Year is missing on equipment with multi-year inspections, the system will automatically create a report.
The 'Year Start' field in the equipment file is used to determine when the inspection is due.
PAGE 2 - Push-button - Allows user to enter more create criteria on Page 2.
PRINT INSPECTIONS - Push-button - The system will forward you to the 'Print Inspection Forms' page. See Print Inspection Forms for details.
INSPECTION REPORTS - Push-button - The system will forward you to the 'Inspection Reports' page. See Inspection Reports (Worksheet) for details.
Note: Weekly inspections do not appear on the Print Inspections Report.
ASSIGN INSPECTIONS - Push-button - See Assign Repair-Inspections, in a batch for details.
---------------------------------------- ----------------------------------------
CREATE WARRANTY INSPECTIONS FOR RANGE - Check Box - Select this option if you want to create warranty inspections. (Additional parameter)
When creating inspections, check this box and enter a date range. The system will create an inspection for the equipment where the warranty expires within the date range specified.
- This option is used so that you can plan your appointments. The default date is the next month. The services requested field will display 'Warranty Inspection', with a default service code of 1607 - Warranty Inspection.
Note: Warranty date needs to be filled out in the Equipment file.
CREATE EXPIRING CONTRACTS REPORT - Check Box - Lists contracts that are expiring. Enter number of days, from today through next 3 months.
CREATE OPEN DUPLICATE PMs REPORT - Check Box - This report will list any open PM on a piece of equipment that is being created now.
- You may manually run this report by using the 'Re-run Open Duplicate Report' located at the bottom of the 'Create Equipment Inspections Screen'
DO NOT CHECK IF INSPECTIONS CREATED ALREADY - Check Box - The system will automatically check if inspections have already been created and give the user a warning notice. Check this box if you do not wish for the check to occur.
GENERATE MISSING START YEAR REPORT ONLY - Check Box - This report is automatically generated when creating PMs or you may select this check box to manually run the report.
- Check mark the box and click the Create Inspections push-button. The report link will appear in the upper right hand corner of the page.
- Review the report and add the Start Year for equipment with a multi-year inspection interval.
- A PM will not be created if the Start Year field is not entered for multi-year inspections.
SEND ME AN EMAIL WITH ORDER NUMBERS WHEN CREATE INSPECTIONS IS FINISHED - Check Box - An email will be sent to the logged in users email address as defined in the user file.
Example:
Enter your PM parameters > check mark the 'Send me an email with order numbers when create inspections is finished' check box > click Create Inspections > Click the Red X (Stop) next to the web address bar on Internet Explorer > Continue with your other work > When the PMs are ready you will be notified via email.
---------------------------------------- ----------------------------------------
Re-run Open Duplicate Report:
Create open duplicate PMs report
This looks at all PMs in the range you specify and reports if there are open duplicates
This button is here in case you need to re-run report or forgot to ck box above when initially creating PMs.
---------------------------------------- ----------------------------------------
Special Functions:
Contact MCS Personnel before using these utilities
- This section: Deletes all weekly and bi-weekly inspections
- This section: recalls and resets the dates on weekly and bi-weekly inspections
---------------------------------------- ----------------------------------------
This splits 'Equipment' inspections with multiple intervals into individual inspection work orders:
Contact MCS Personnel before using this utility
This process creates a new inspection work order for each interval and deletes the original multi-interval inspection work order.
Revised: 09/17/2018
Create Incoming Inspections (or other orders) in a batch (top)
Path:
a. Inspections > Create Incoming Inspections
b. *424
Overview:
This menu option allows the user to create a batch of incoming inspections or other orders, using various criteria.
Miscellaneous:
If creating one control number use the 'Specify Control#'s' boxes - or in the Control Range - define the beginning and ending range.
Process Flow:
- In the upper section of the screen enter the criteria used to select what data the system will use to determine what orders are to be created.
Examples: Create orders for a class of equipment - use the Class Range // Create orders for control numbers - use the Specify control number boxes or use the control number range.
- In the lower section of the screen Enter the data that is to appear on the work order(s).
- Click the Create Orders push button and the system will respond with the order numbers.
Note: Do not refresh screen after creating the orders.
- You have the ability to Print Inspection forms or Repair reports by using the listed push buttons.
Revised: 11/04/2016
Create Inspections based on readings (General Information) (top)
Overview:
mPro3 offers the ability to create inspections based on readings.
-- Please call MCS for setup and activation.--
Example: Class of Vehicles
oil change every 3k miles
air filter change every 10k miles
Menu Options Available:
Class file Page 2 enter setup (Page# *18 or *C)
Record Equipment Readings (Page# *348)
Create Inspections (Page# *73)
Process Flow:
Setup is entered on page 2 of the class file.
- Reading name/type field:
These fields are used for automatic generation of inspections based on readings taken.
Option: 1st line: Minor PM/Quarterly 2nd line: Major PM/Yearly
- Inspection Notes:
These notes appear in the close order form. This is so the technician can fill in readings that must be recorded in service history.
..................................................................
You must follow these steps to create PMs:
- Record readings,
Do this on the 'Record Equipment Readings' page.
Note: Do not Record Readings, leave this page, then come back to Record Additional Readings without first creating inspections.
- Create Inspections
- Print Inspections
- Close Inspections - Enter current readings in the notes section - these readings will appear in service history.
Revised: 06/05/2014
Create Inspections Overview (top)
Overview:
This section will explain data setup and creation of inspections. Inspections are created based on Class, Inspection procedures,
and Cycle week. Each of these items must be present to generate inspections.
- Identify the general type or "class" of equipment (e.g. "monitor", "iv pump", "chiller").
- Check to see if the Class exists in the Classification file (Menu path: Look up Tables > Classification).
- If the Class already exists, proceed to step 3.
- If the Class does not exist, create a new Class. (Click the "New" push-button, and fill in the appropriate information.
Don't forget to put in a trade. Press "Save" to complete the process)
- Check the Inspection Procedures. Click the Checks push-button, If no checks exist click the Add Checks push-button otherwise you can add checks via the Menu path: Look up Tables > Inspection Checks).
- Verify the procedures and intervals are appropriate for this specific make and model of equipment. (Sometimes similar types of equipment will require different procedures and/or intervals, and therefore a different class.)
- If the procedures are appropriate for this piece of equipment, proceed to step 4.
- If the procedures are not appropriate for this piece of equipment, add a new Class (step 2.b.) for this type of equipment.
- If no checks exist or appropriate Interval does not exist, add the inspection procedures and/or Interval by clicking the Add Checks Push-button.
Otherwise you can make entries via > Menu Path: Look Up Tables > Inspection Checks > On the Inspection Checks (tasks)
window, click "New", and enter the appropriate information).
- Add the equipment to the Equipment file via Menu path: Equipment > Add Equipment.
- Select control and class, click continue, then enter the appropriate information.
- A "cycle week" must be set in order to generate inspections. (Cycle week is located in the Scheduling section, third column. The month to week conversion is located at the bottom of the Scheduling section.)
- Create Inspections via Menu path: Inspections > Create Equipment Inspections.
- Fill in the appropriate range of weeks for the period of inspections you want to create.
- To create inspections for all equipment that fall within the range of weeks, press "Create Inspections", otherwise, fill in other parameters as necessary to limit the scope of inspections created.
- Note the beginning & ending work order numbers for the inspections you created.
- Print the inspections, or inspection worksheet.
- Print inspections via Menu path: Inspections > Print Inspection forms.
- Enter the range of work orders you noted from step 5.
- Fill in other parameters as appropriate.
- Click "Create Forms" to print the worksheet.
- To print an inspection worksheet via Menu path: Inspections > Inspection reports)
- Enter the range of work orders you noted from step 5.
- Fill in other parameters as appropriate.
- Click "Create Report" to print the worksheet.
Revised: 05/27/2009
Create Internet Explorer Shortcut / Add Icon (top)
See Internet Explorer / Firefox etc. settings (Browser/Platforms) section of the manual for details.
Revised: 09/20/2012
Customize Your Menu (top)
Overview:
The entire menu is customizable for each user using the Groups file.
- Specific Groups can be created and categorize different types of users. Example - Technicians, Supervisors, Super users etc.
- Use the Group push-button in the User file to select which menus you would like to appear on your groups menu.
- See the Group section in this manual for details.
Revised: 05/27/2009
Cycle Weeks And Monthly PM's (top)
Overview:
Cycle weeks are important since they determine when the interval (cycle) is to begin.
Example:
If an inspection is to occur once a year cycling in January (Week 3), the inspection will occur in Jan 2009, 2010, 2011 etc.
---------------------------------------- ---------------------------------------- ----------------------------------------
Please avoid using cycle week 1 for monthly PM's as the system may generate the 'Monthly PM' twice in one month.
Week and month guidelines are provided on the Equipment and Area screen, scheduling section.
Example:
In the year 2004 week 22 starts on may 30th, but you should date the pm's June 1st
Week 35 starts august 29th but you should date the pm's Sept 1st.
Note:
In 2004 week 1 started Sunday Jan 4th. 2005 is easier Jan 2nd starts week 1.
----------------------------------------
Another Example:
In the year 2009 January 1st occurred on a Thursday
Some clients wanted week 1 to be December 28, 2008 through January 3, 2009. Other clients wanted week 1 to be January 4, 2009 through January 10, 2009.
It is the clients call on what they want to be considered week 1. Whatever you decide make sure to document this on a calendar to aid when creating PM's.
---------------------------------------- ---------------------------------------- ----------------------------------------
For reporting purposes mPro3 calculates on a 4,4,5 week base to make a quarter.
Example:
| Month
| Weeks
| Weeks Counted for a Quarter
|
| January
| 1 to 4
| 4 weeks
|
| February
| 5 to 8
| 4 weeks
|
| March
| 9 to 13
| 5 weeks
|
| April
| 14 to 17
| 4 weeks
|
| May
| 18 to 21
| 4 weeks
|
| June
| 22 to 26
| 5 weeks
|
---------------------------------------- ---------------------------------------- ----------------------------------------
First week of the month breakdown is:
1 jan
5 feb
9 mar
14 april
18 may
22 june
27 july
31 aug
35 sep
40 oct
44 nov
48 dec
Note: Week ranges: These vary from year to year depending on how the days fall. Mark your actual calendar.
Miscellaneous:
Review the 'Calendar Weeks' section in this manual for week standards.
Revised: 10/26/2009
Daily Question/Question of the Day (top)
Path:
My mPro3 > Daily Question
Overview:
This option may be used by managers for training.
Please contact Mayer Computer services to implement this option.
Process Flow:
- To Answer Questions:
- Put in a word or two of the question and click Search.
- Click the +/edit next to the question you wish to answer.
- Enter you answer in the answer section and click update.
- To Create Questions:
- Enter the question in the Question Box.
- Enter Possible Answers and click Update
- Enter the correct answer and click Update
- To See results:
- Enter a valid date range in the Results - set date range boxes and click the Results push button.
- The system will create an excel with the following fields: Tech, Sent, Replied, Correct, Grade
Revised: 12/20/2012
Dashboard (top)
Path:
Main mPro3 Welcome window
Overview:
The following items can be switched to appear on the main mpro3 Dashboard/Welcome Screen.
Some sites have a customized Dashboard/Welcome Screen.
User Group page name = 'InspectionReportLink'.
Repair Report Link -'Click to view open repairs'
- All users whose user name matches employee key and have trade B - BZ (mostly BIOMED) will get an open repair report link upon login.
- This may also be turned on by marking the check box 'Open repairs link on main mPro3 page' in the employee file.
A list of open Work Orders:
- Work orders with the QA categories of 1,2,3,5,9,10,11,12 and 13 appear on this list. Basically the Repair work order QA categories.
- Repairs for the last two days are displayed. This may be changed in My Settings / User Settings, to show 'All Open Repairs'.
- List is ordered by Date Received and Received Time.
- When a work order is closed, it no longer appears on the list
A small PM completion chart:
- This pie chart shows the total number of PMs for the current month and percentage of PMs completed.
- This chart does include Incoming Inspections
Facts:
- Facts may include Total Equipment Units and Equipment Value.
----------------------------------------
To turn ON / OFF dashboard and set other Settings:
- See My Settings / User Settings for details.
Revised: 08/29/2016
Delete A Record (top)
Delete a record, Inactivate a record / Recall a record, Reactivate a record:
See Inactivate (Delete)/Activate (Recall) a record in this manual for details.
Revised: 12/20/2012
Demand Inspections And Recalls (top)
Overview:
ON DEMAND PM - The system allows users to create On Demand Equipment or Area inspections.
Setup of the Interval/Inspection Check file and definition of a cycle week are required.
Process Flow:
- Define a valid Interval/Inspection Check (Do not use the interval of 'No Standard').
- Set the cycle week in the Equipment or Area file.
- Create the PM using the Create Equipment Inspections or Create Area Inspections menu option, as applicable.
- Reset the Cycle Week back to zero in the Equipment or Area file.
Note: If you have to set/remove cycle weeks on multiple Equipment or Areas, you may use Display Data Browse function.
---------------------------------------- ----------------------------------------
Overview:
RECALLS - Procedure to handle product bulletins or recalls
In the equipment file, add each class as a control number.
- In the repair entry screen, create a work order for each class.
Use the class field for the control # field. Fill in whatever other fields you think you need but you can probably skip them all except cost center.
- Before you save the work order, go up to field WORK ORDER, and put the class key in there also.
Also change (1=blanket billing) and put a 1 in this field. This way the class can have a permanent way of recording service history.
- When closing, use the product bulletin or recall service code and also add comments to specify exactly what you wish to have recorded.
- You can later list service history to see all information for your class.
If you have any suggestions or improvements on these procedures, please let us know.
Revised: 03/30/2016
Department Parts Transactions (top)
Path:
Parts > Department Parts Transactions
Overview:
The Department Parts Transactions report lists the parts used on work orders by department.
Miscellaneous:
Report
data comes from Service & Parts files.
Revised: 05/12/2009
Department Summary (Inspections) (top)
Path:
Inspections > Reports > Department Summary
Overview:
The Department Summary Report provides a Department overview broken down by trades. Fields listed are the Number of Open/Due, Completed, Attempted, Failed /Corrected and Outstanding work orders.
Miscellaneous:
The data comes from the work order file.
Completed are orders closed with QA category 6 (inspections)
Incompletes are orders closed with QA category 7 (incomplete inspections)
Failed and corrected are closed with QA category 4 (Failed inspections)
Outstanding is #open less completed+incompletes+failed
The report is always in department key order though the key does not print.
Completed dates are ignored.
Field Descriptions:
DATE RECEIVED - Enter the Start and Ending range.
TRADE - If applicable enter the Trade. Reports on technician that actually did the work.
REPORT TITLE - Enter the title you want to appear on the report.
FOR INSPECTION TRADE - Instead of using the employee's trade the report uses the Inspection trade.
PAGE 2 - Click the Page 2 push-button to define additional criteria.
REPORT PARAMETERS - Save template is on page 2.
CREATE REPORT - The data will come out by department in a one line format. The report prints one or more pages for each trade. This is
potentially a big report if you have many trades.
Push-button/Check Box/Links:
FOR INSPECTION TRADE - Check box - Reports on Trade defined in the checks file. Technician that was 'sent' to do the work. Applies to Inspections only.
Revised: 03/21/2007
Device File (Equipment Network Info/Devices) (top)
Path:
Look Up Tables > Device
Equipment file on the Info Sys tab > 'Network Info/Devices' and 'Add Network Info or Connected Devices' push buttons
Overview:
A file that can be accessed/used in conjunction with, the equipment file, 'Information Services' it allows a method to tie devices/computers together with mac address, ip address, etc.
Miscellaneous:
To run a report use display data, device file.
Field Descriptions:
If what you need is not in the drop down, contact administrator (For all drop down content).
MAC ADDRESS - Enter MAC address
IP ADDRESS - Enter IP address
AE TITLE - Enter Application Entity title
DOMAIN WORKGROUP - Select appropriate entry from the drop down
NETWORK PORT ID - Enter Network Port ID
NETWORK DROP LOCATION - Enter Network drop location
VIRTUAL LAN - Enter Virtual LAN
NETWORK SPEED - Select appropriate entry from the drop down
PACS (GROUP) - Select appropriate entry from the drop down
IEEE STANDARD - Select appropriate entry from the drop down
WIRED - Check box - Mark if a wired connection
WIRELESS - Check box - Mark if a wired connection
WIRED PHYSICAL - Select appropriate entry from the drop down
WIRELESS PHYSICAL - Select appropriate entry from the drop down
TRANSPORT - Select appropriate entry from the drop down
DATA - Select appropriate entry from the drop down
NOTES - Notes
Push-button/Check Box/Links:
WIRED - Check box - Mark if a wired connection
WIRELESS - Check box - Mark if a wired connection
CREATE EXCEL OF ALL DEVICES - Push-button - Provides a list of all Devices - Click green link.
EQUIPMENT - Forwards user to the equipment file.
Revised: 08/03/2017
De-Schedule An Inspection (top)
Overview:
In the equipment file (scheduling tab) you may simply set the cycle week or month to zero.
To de-schedule multiple pieces of equipment use either Schedule Inspections or
Schedule Inspections By Control#.
Set 'Week of greatest inspection' to zero '0' to de-schedule.
You can also use these for re-scheduling.
Revised: 04/05/2017
Display Count (top)
Overview:
In process of documenting.
Count Capital is calculated off of Acquisition Cost.
Revised: 04/05/2017
Display Data - Ad hoc Report - Create a Report (top)
Path:
Display Data
Overview:
This option allows a users to create an Ad hoc report from a table or modify data in that table.
There is a maximum of 20 fields on the report and 15 criteria selections.
Suggestion: If you need more, make 2 templates and copy and paste the data in excel.
Excel output is limited to 16k records.
Process Flow:
|
Screen/Step
|
Action
|
|
1. Display Data - Pick Table
|
Select the appropriate table (file), then Click continue. Go to step 2.
|
|
2. Display Data - Pick Saved Template
|
You can pick a saved template, create a new report/template, edit or delete an existing template.
- Select an existing template by choosing the desired template and press the Select push button.
Go to the step 6.
- Create a new report/template by pressing the 'New Entry' push button. Go to step 3.
- Or -
- Edit an existing template by pressing the 'Edit Template' push button.
Adding or deleting displayed fields requires the order of the fields to be reset.
Go to step 3.
- Delete an obsolete template by pressing the 'Delete Template' push button twice. The
push-button appears when the 'Report Templates' file access is set at the delete level (#4) defined
in the User file.
|
|
3. Display Data - Pick Fields To Display
|
Check mark the fields to appear on the report and click continue. Go to step 4.
This screen shows a complete list of fields from the selected table. Additional
fields from other tables may also be displayed.
|
|
4. Display Data - Set Order
|
User may specify the order of columns displayed on the produced report.
Select order from the drop down list and click continue. Go to step 5.
- If the set order contains duplicates, the system will notify user with message 'Duplicate fields selected'. Make your changes and click Continue
- Click the Internet Explorer back button to add more fields.
|
|
5. Display Data - Pick Fields To Search On
|
Fields selected here will be used as your 'search fields'. The more fields used the more specific the search
can be. Press continue. Go to step 6.
Example:
If I want to search on the control number field, specify CONTROL as your criteria.
|
|
6. Display Data - Set Criteria
|
This screen allows user to define search range using a Field, Operator
and Value. See the 'More' section below for Operators available, set criteria and search examples:
Keyed fields are shaded and will display a drop down after 3 or more characters are entered in the 'Value' box.
All statements on this page are 'AND', unless the checkbox of 'Use OR when combining criteria' is marked. Use the Advanced option for a combination of And/Or statements.
On this screen there are several functions/Options available.
-
Create Report: Triggers the system to run a report.
Click on either link - 'Click here to view display listing of nn records found' or 'Click here to view Excel file of nn records found'.
-
Browse: Triggers the 'Display data - Browse screen'
Function is like editing data in excel.
See step 8 below for details.
-
Advanced: Triggers the 'Display data - advanced screen'
Option offers the ability to search for data with a combination of And/Or statements.
-
Report Title: Title that appears on the report
-
Max Range: Limits the number of records on the report.
-
Ordered by: Allows ordering from selected fields in the report.
Order data by the 'notes' field is not allowed.
-
Report Template Title: The name of the template
-
Share: Allows the template to be shared with all users. Default is NOT shared.
|
|
7. Display data - Advanced
|
The Advanced screen allows use of 'And/Or' statements in searches.
- Select the Advanced push button
- Select a field from the drop down menu
- Select an operator
- Enter a Value
- Select either And -or- OR
- Select 'Add rule'
- Define the next set of criteria
- Click Create Report
- Save as a template if you wish
|
|
8. Display Data - Browse Screen
|
Change fields as desired - Like editing in excel. Click SAVE when complete.
Browse Function Warnings!
DO NOT USE Internet Explorer Back button.
Making invalid key changes on this form may cause serious problems!
Call mPro3 support for assistance when necessary.
Please make changes to any major keys on their specific pages.
- You cannot change Control # in Browse mode. Order # cannot be changed at any time.
- If you change class, model, or cycle weeks associated fields will not change.
- If you change department, cost_center , or manufacturer in Equipment file: change department_name/cost_center_name/manufacturer_name.
- Changes to cycle weeks or intervals require running the set next inspection utility to reset the next inspection dates.
- When using Save, you may NOT have columns from associated files (e.g. class file fields would be associated with equipment).
|
More:
Operators:
- Equal to *
- Not Equal to
- Less than
- Greater than
- Less than or equal to
- Greater than or equal to
- Exact match *
* The difference between Equal To and Exact Match is as follows:
class 'Equal To' bed will return the classes of bed, beder, bedfoam etc.
class 'Exact Match' bed will only return bed
---------------------------------------- ----------------------------------------
Set Criteria Examples:
- Return Repairs or Inspection Orders only:
- For Repairs only - Enter the following on the Set criteria page:
workord__qa_category -- Not equal -- 4
workord__qa_category -- Not equal -- 6
workord__qa_category -- Not equal -- 7
workord__qa_category -- Not equal -- 8
- For Inspections Only - Enter the following on the Set criteria page:
workord__qa_category -- Greater than or equal -- 4
workord__qa_category -- Less than or equal -- 8
workord__qa_category -- Not equal -- 5 (Skip if site does not use QA 5)
- Return Open Orders only (Orders that are Not Closed):
- Use the date completed field on the Set Criteria Page
workord__date_completed -- Less than -- 01/01/1950
- Return an Empty or Blank field:
- On the Set criteria page use
Field_xx -- Less than -- 1
- Date Format:
When entering dates use the format of mm/dd/yyyy.
---------------------------------------- ----------------------------------------
Search Examples REGULAR:
Example 1
Objective: Do a search for control numbers 1000 through 2000, including 1000, 2000.
Do a display data report using equipment table, select control on the 'Display data - pick fields for criteria
Enter the following on the 'Display data - set criteria' page:
Field Name // Operator // Value
equip__control // Greater than or equal // 1000
equip__control // Less than or equal // 2000
---------------------------------------- ---------------------------------------- ----------------------------------------
Example 2
Objective: Do a search that returns only the department of ENG, or a search that returns everything greater than ENG.
Do a display data report using equipment table, select department on the 'Display data - pick fields for criteria' page.
Enter the following on the 'Display data - set criteria' page:
Field Name(s) // Operator // Value
Equip__department // Equals // ENG (Search will return only the ENG department)
- - - - - or - - - - -
Equip__department // Greater than // ENG (everything greater than ENG department)
---------------------------------------- ---------------------------------------- ----------------------------------------
Example 3
Objective: Do a search that contains all equipment for the department range of (between and including) ENG to SUR
Do a display data report using equipment table, select department on the 'Display data - pick fields for criteria' page.
Enter the following on the 'Display data - set criteria' page:
Note: Copy and paste the field name and put it in another line to specify a range.
Field Name(s) // Operator // Value
Equip__department // Greater than or Equal // ENG (everything greater and including ENG department)
Equip__department // Less than or Equal // SUR (everything lower and including SUR department)
---------------------------------------- ---------------------------------------- ----------------------------------------
Example 4
Objective: Do a search of equipment added in 2007
Do a display data report using equipment table, select added date on the 'Display data - pick fields for criteria' page.
Enter the following on the 'Display data - set criteria' page:
Note: Copy and paste the field name and put it in another line to specify a range.
Field Name(s) // Operator // Value
Equip__addeddate // Greater than or Equal // 01/01/2007
Equip__addeddate // Less than or Equal // 12/31/2007
---------------------------------------- ---------------------------------------- ----------------------------------------
Example 5
Objective: Do a search for a key word on a Repair or Inspection Order.
On the 'Repair / Inspection Orders' table:
Do/Enter the following on the 'Display data - set criteria' page:
Check mark the check box 'Search for a phrase inside of Notes or Services Requested field'.
Field Name(s) // Operator // Value
workord__services_requested // Equals // keyword
- - - - - or - - - - -
workord__notes // Equals // keyword
Note: You can also do notes in Service History table
---------------------------------------- ----------------------------------------
Search Examples ADVANCED:
Example 1
Objective: Create an equipment list for model 5000 in the departments of ER or SURGERY
On the 'Equipment' table:
Do/Enter the following on the 'Display data - ADVANCED set criteria' page:
Select the 'AND' value - It will highlight
Field Name(s) // Operator // Value
Equip Model // Equal // 5000
Click Add Group
Select the 'OR' value - It will highlight
Equip Department // Equal // ER
'Click Add rule'
Equip Department // Equal // SURGERY
---------------------------------------- ---------------------------------------- ----------------------------------------
Example 2
Objective: Create a work order list of Open Repair Orders (Area and Equipment)
On the 'Repair/Inspection' table:
Do/Enter the following on the 'Display data - ADVANCED set criteria' page:
Select the 'AND' value - It will highlight
Field Name(s) // Operator // Value
Workord Date Completed // Less // 01/01/1950
Click Add Group
Select the 'OR' value - It will highlight
Workord Qa Category // Equal // 2
'Click Add rule'
Workord Qa Category // Equal // 3
(You can continue with all the Repair QA Categories.)
---------------------------------------- ---------------------------------------- ----------------------------------------
Push-button/Check Box/Links:
CHECK BOX - Print Subtotal - The report will print subtotals. (Numeric fields like service time, labor)
CHECK BOX - Turn Off Count
CHECK BOX - Page Break - Check for report to include page breaks delineated by the 'Ordered By' selection.
CHECK BOX - Use OR when combining criteria - Default is 'And'.
CHECK BOX - Exclude service to work file relation - Can be use when creating a report - For example - Is used for Setup flag of F076 (equipment interval and cycle week chgs to service history) report.
CHECK BOX - Search for a phrase inside of Notes or Services Requested field.
RADIO BUTTON - Active, In Active, (All - All returns both Active and Inactive records). Active is the default. 'In Active', and 'All' are currently not saved in the template function.
ADVANCE SCREEN - Push-button/Check Box/Links:
ADD / OR - Push button - Changes logic of the search.
ADD RULE - Add a rule within the group.
ADD GROUP - Adds a new group where you can add rules.
DELETE - Gives the ability to delete rules or groups.
Revised: 02/14/2017
Downtime/Total Open Time (top)
Downtime is computed for equipment repair work orders only by the closing programs.
Downtime is calculated based on the following:
1. There must be a model # on the repair work order. This is to cut down on generic equipment work orders.
2. The service code must be a repair service code (less than 1100 or greater than 2100 or 481=loaner) as the first service code.
3. The work order must be completed
The downtime is kept in hours and is on the second window of Repair/Inspection orders listed as Total open time.
You may also see the field TOTAL HOURS OPEN in the WORKORD database. The downtime appears on the Repair Quality Assurance Report under the Accountability pull down.
The closing programs update TOTAL HOURS OPEN only if TOTAL HOURS OPEN=0 and only for code 489 and complete order.
Revised: 10/03/1997
Employee Accountability (Report) (top)
Also see Accountability (General Information) in this manual.
Path:
Accountability Reports > Employee Accountability
Overview:
This report creates a one page summary for each employee and trade of closed work orders, time charged, % of time, Standard Time, and Standard/Charged Time Ratio for a specified time period (usually one month) and includes comparative information for the last several months.
Counts are based on work done this month regardless of when the Work Order was created.
Items reported include: Inspections, Incomplete Inspections, Incoming Inspections, Repairs on Equipment, Repairs in Area, Administrative support, Technical Support, Staff/Clinical Support, Use Error, No Problem Found, Training & Education, Projects, and Vendor related service.
Update Employee File for work and paid hours. The employee "WORKED HOURS" and "PAID HOURS" fields should be entered before running this report. (Look up Tables > Employee Hours, Work and Paid hours are on found for each selected month and year.)
The report always creates an excel spreadsheet.
This report includes a wealth of information. When you close a work order, the first service code used determines which category the work order falls into. However project orders are counted as often as they are closed and only fall into the project line regardless of service codes.
"CHARGED TIME" - includes service time for all closing statements. Therefore it is possible to have a "0" in the "TOTAL WO'S" column and have a number in the "CHARGED TIME" column.
"% OF TIME" - will not add up to exactly 100% due to rounding of individual figures.
"STANDARD TIME" - For inspections, the standard time is from the Inspection procedure file.
For repairs, the time comes from the projected time. If none exists, the service time is used.
"S/A" - standard time divided by actual (charged) time.
All average columns are based on the number of months of data, inclusive of the current month.
QA Categories and generally service code ranges the QA code corresponds to.
QA 1 - Administrative Support 1400-1450 excluding 1405, 1427
QA 2 - Area Repairs
QA 3 - Equipment Repairs
QA 4 - Failed Inspections 1900's
QA 5 - Hazards/Incidents 1250-1299
QA 6 - Inspections 1600's
QA 7 - Incomplete Inspections 1700's
QA 8 - Incoming Inspections 1800's
QA 9 - No Problem Found 1200-1249
QA 10 - Non-Productive Time 1427, 1490-1499 (This report looks at QA category 10 to determine if the time is Non-Productive)
QA 11 - Use Error 1100's
QA 12 - Projects wo type=4
QA 13 - Staff / Clinical Support 1300's
QA 14 - Technical Support 1500-1599
QA 15 - Training / Education 1405, 1451-1469
QA 16 - Vendor Related Service 2000-2099
Hours per inspection or hours per repair may not be exact. If two people have done work on the inspection or repair, only one of them will get credit for having completed a repair or inspection. Both people will get their correct time charged. If we counted the inspection twice because 2 people did work on it, then the number of inspections would be inflated.
Inspections completed is a percentage based on the number completed plus the number failed.
There is no relationship to inspections that were not closed. That analysis is done by the monthly report.
ACCOUNTABILITY DOES ANALYSIS ON CLOSED REPAIRS AND INSPECTIONS ONLY.
If you have changed an employee's trade, there will be one report for each trade.
Spreadsheets are always created.
The first has all QA categories. The 2nd combines into the equipment repair category
QA 1=Admin, Technical Support, Clinical Support, Use Error, No Problem Found, Vendor Related
Service and Hazard Orders.
Miscellaneous:
If you see asterisks in the summary sections this may be because:
We only keep track of monthly hours worked and paid. This is why some #'s may have *** in them. We don't have the data to calculate.
We only do averages for a month so if you run less than a month we don't try to average that out.
Field Descriptions:
CATEGORY: Is the Data being reported on.
REPORT PERIOD:
- TOTAL WO'S - Total number of work orders. If an order was closed in two different months, this number is only counted on the month when the 'First' closing was done.
- CHARGED TIME - Charged time for ALL closings processed within the Category.
- % OF TIME - Percentage of time based on all categories listed.
- STANDARD - The amount of time the task should of taken based on time listed in the checks file.
- STANDARD vs. CHARGED - A factor based on the division of Standard vs. Charged time.
----------------------------------------
LAST SEVERAL MONTHS:
Calculations are based on if data exists, for the most of 12 months.
- AVER WO'S -
- AVER HOURS -
- AVERAGE % OF TIME -
---------------------------------------- ---------------------------------------- ----------------------------------------
CHARGED/WORKED HOURS -
Ratio of Charged vs. Worked hours
Charged includes service time for all closing statements.
Worked is as entered on the Employee hours screen.
TOTAL AVERAGE HOURS -
Average hours of both Inspections and repairs, hours divided by total work orders
STANDARD/WORKED HOURS -
Ratio of Standard vs. Worked hours
For inspections, the standard time is from the Inspection procedure file.
For repairs, the time comes from the projected time. If none exists, the service time is used.
"S/A" - standard time divided by actual (charged) time.
All average columns are based on the number of months of data, inclusive of the current month.
CHARGED HOURS -
Charged includes service time for all closing statements.
CHARGED/PAID HOURS -
Ratio of Charged vs. Paid hours
Charged includes service time for all closing statements.
Paid is as entered on the Employee hours screen.
WORKED HOURS -
Worked is as entered on the Employee hours screen.
ADMINISTRATIVE/PAID -
Ratio of Administrative support hours vs. Paid hours
Administrative support if QA category 1 Administrative work order hours
Paid is as entered on the Employee hours screen.
PAID HOURS -
Paid hours as entered on the Employee hours screen “Paid” field.
FAILURES/# INSPECTED % -
Percentage
Failed inspections (QA category 4) vs. Inspections (QA category 6)
INSPECTION MATERIAL $ -
Inspection material dollars as reported in the ‘Material $’ box in the closing; populated for QA categories: Failures(category 4), Inspected(category 6), Incomplete inspection(category 7), Incoming inspection(category 8)
HOURS/INSPECTION -
Ratio of inspection hours vs. # of inspection work orders (from the Inspection line above)
REPAIR MATERIAL $ -
Repair material dollars as reported in the ‘Material $’ box in the closing. All QA categories excluding those listed for Inspection material.
HOURS/REPAIR -
Ratio of repair hours vs. # of repair work orders (from the Area Repairs and Equipment Repairs lines above)
INSPECTION COMPLETION -
Ratio of Inspections vs. Inspections+Incomplete Inspections+Failed Inspections (from respective lines above)
AVG DAILY W/O - FTE -
(Total work orders vs. total worked hours) * 8 (hours in a day)
Revised: 06/05/2017
Employee File (top)
Path:
Lookup Tables > Employee
Overview:
An Employee record is required when a person is assigned or closes work orders.
The employee record is used in various places within mPro3:
- Assign an employee to a piece of equipment
- Assign a work order to an employee
- Close a work order, using an employee
Note: Some reports use the file Key name (Field of Employee) rather than the Employees full name.
Menu Options Available:
Employee List
Miscellaneous:
- When a key is changed on an employee - Field name of 'Employee' all of the associated files are automatically modified to the new changed key name.
- See EMPLOYEE TRAINING HISTORY in this manual.
- A User record is required when an employee logs into mPro3.
Process Flow:
Trades need to be added before employees.
- For a New Record: New Record > Select Employee from the Drop Down > Click Continue > Enter required fields > Click Save.
- For an Existing Record: Look up tables > Enter employee key > Click Find > Click +/Edit next to the appropriate entry > Make changes if necessary > Click Save.
Check List:
The following information will be needed to enter employees:
Employee Key________________________ Number Key ______________________
Name ____________________________
Address ___________________________
City, State__________________________ Zip______________________________
Telephone___________________________ Extension__________________________
Pager_______________________________
Trade_______________________________ Trade level ____________
Team_______________________________ Review date____________
Hired____/____ /______
Shift_________________________________Charge Rate___________
Pay rate_______________________________ In Today______________
Available Hours_________________________
Facility________________________________
Email_________________________________
Qualified______________________________
Reference_____________________________
Field Descriptions:
EMPLOYEE KEY- First names or nicknames are the most common choice.
At least the first three letters must be the same as the employee name. The method chosen may depend on the number of employees. Other
methods are: first 6 letters of the last name or the first three letters of the first name with the first three letters of the last. (Examples for employee Ken Woodruff are "KEN", "WOODRU","KENWOO", and "SHORTY".)
Later, when someone does not know the key, they may enter the first two or three letters and a list of choices beginning with those letters will
display on the screen. (i.e. Entering "EL" may display a list including "ELLAMA" (Ellamae), "ELVIN",
"EMMETT", etc.)
Use one common method for employees.
NUMBER KEY - This is the Personnel or Accounting number for that employee. If not known use the employee key.
NAME - 30 characters are available to enter the employee name.
ADDRESS, CITY/STATE - These can be used for other employee information, but a standard system should be used for all employees.
ZIP - 15 characters
TELEPHONE - Enter telephone number
EXTENSION - 8 digit telephone extension
CELL PHONE - 15 characters
PAGER - 15 characters
EMAIL - Enter employee's email
- 50 characters
- You may enter 2 email addresses as such: ken@hotmail.com,ken@yahoo.com
- If entering 3 or more, create an email group / put all emails except 1 in the group.
Enter as: group1,ken@hotmail.com
TEXT EMAIL - 50 characters
TRADE - The trade for this employee's trade. Select the appropriate trade from the drop down menu. A trade file listing could be helpful while making these entries. (REQUIRED FIELD)
TRADE LEVEL - If the trade does not specify a level, it can be entered here. Level 99 is for former employees. (certain reports will skip over level 99 employees - An employee with the trade level of 99 will not show in the closing drop down list.)
FACILITY - The facility where this employee works. (Leave blank if employee works in all facilities.
REVIEW DATE - The date of this employee's next review.
TEAM - 12 Character, Free Form field. A group of individuals that work together.
HIRED - Reference field.
CHARGE RATE - The rate charged to cost centers reflecting what it costs to have the technician do the work. This should include the actual hourly costs of the employee, including training, benefits, and vacation.
SHIFT - Reference field. The employee's usual shift, if any.
IN TODAY - 1 signifies the employee is working today. This is set using the utility “Set Employee's present”. This is only used if
you have automatic assignment of web service request.
PAYRATE - Reference field. The rate that the employee gets paid.
EMAIL OPEN REPAIRS DAILY - See Push-button/Check Box/Links: section below for details.
AVAILABLE HOURS - Calculate the number of hours this employee is expected to be available this year. Exclude any time not available for his regular trade including vacation and estimated time off.
QUALIFIED - Used to keep track of employees qualifications and training.
REFERENCE - 20 characters
Push-button/Check Box/Links:
EMAIL OPEN REPAIRS DAILY - Check Box - Email open repairs to employee daily. Email field must be entered.
OPEN REPAIRS LINK ON MAIN MPRO3 PAGE - Check Box - Set 'Open Repairs' link to appear on dashboard.
Notes:
Employees with the Trade of B - BZ will get the report.
There is also an active global setting for a couple of sites.
Revised: 09/17/2018
Employee Hours (top)
Path:
Lookup Tables > Employee Hours
Overview:
The employee hours option provides a means to track employee hours
There are two functions available on the screen
1. Update Employee Hours
2. Find Specific Employee Hours.
Update Employee hours allows Replacement or Addition of hours to an employee's time card.
Find Specific Employee Hours lets you find a specific employee records.
Process Flow:
--------------------- Update Employee Hours --------------------------------------
Enter the applicable month and year you wish to update employee hours.
Month ______________________
Year _______________________
Select either of two push-buttons:
a. Push-button Replace Hours - If you wish to replace hours.
Key, Name, Worked, Paid OT, Vacation, Sick, Earned Vac, Earned Sick, Paid Travel, Paid Training
b. Push-button - Add Hours To - If you wish to add hours.
Key, Name, Worked, Paid OT, Vacation, Sick, Earned Vac, Earned Sick, Paid Travel
--------------------- Example Entry --------------------------------------
If an employee worked a total of 40 hours for the month and took 8 hours in Vacation and 8 hours in Sick time, make the entries as follows:
Worked = 24
Paid = 40
OT = 0
Vacation = 8
Sick = 8
Field Descriptions:
MONTH - Select the appropriate month from the drop down menu.
YEAR - Select the appropriate year from the drop down menu.
--------------------- Replace Hours --------------------------------------
REPLACE HOURS - When the user clicks the Replace Hours push-button the system will return all employee's for the Month and Year selected in groups of five.
KEY - Employee key
NAME - Employee name
WORKED - Hours worked
PAID - Hours paid (Example if an employee used vacation time the Paid column will be hours worked + vacation time.)
OT - Overtime
VACATION - Vacation time
SICK - Sick Time
EARNED VAC - Earned Vacation time.
EARNED SICK - Earned Sick time.
PAID TRAVEL -
PAID TRAINING -
--------------------- Add Hours To --------------------------------------
Add Hours To - When the user clicks the Add Hours To push-button the system will return all employee's for the Month and Year selected in
groups of five.
See section above on Replace Hours for field descriptions.
--------------------- Search --------------------------------------
Employee Hours Please enter key ______________
EMPLOYEE HOURS / PLEASE ENTER KEY - When the user enters the employee key the system will return 'all' the employee's time cards
Select the +/Edit push-button to make changes.
Revised: 05/29/2009
Employee Open Order Summary (top)
Path:
Special Reports > Employee Open Order Summary
Overview:
The Employee Open Order Summary report prints the number of open orders and number of orders awaiting parts (closed with code 672 or 1426) for risk class ranges as defined by user in the Column fields.
Note:
This Report applies to repair orders only.
Process Flow:
Enter the appropriate search criteria including fields as defined below.
Column #1 risk - Define as A to A; or A to B; or A to Z
Column #2 risk - See above
Note: Risk is defined in the class, equipment, work order and service history files.
Select for the report to be produced for employees, vendors or both.
Column Calculations
OUT FOR REPAIR column: If SERVICE_CODE_1= '1617' Or SERVICE_CODE_1= '1648' Or SERVICE_CODE_1= '1708' Or SERVICE_CODE_1= '9613' Or QA_CATEGORY=16
Revised: 08/29/2012
Employee Statistics (top)
Path:
Special Reports > Employee Statistics
Overview:
The Employee Statistics Report provides Charged Hours, Work Hours and Work Order statistics for a given month. This report is usually used to see where an employee has spent their time in a given month.
In addition a "Create 30 Day Excel' report is available.
This can be used to verify if technicians are charging enough time on a daily basis
The Excel Report is formatted with 5 lines per employee with a total of 31 columns (1 column for each day).
The lines are:
- PM hours
- Repair hours
- Total hours
- Standard hours (7.5 hours per day)
- Percent (%) (Total Hours divided by Standard Hours = Percent )
Miscellaneous:
If the first row, Employee column, Employee is blank - this line refers to Vendor Orders.
The report will not show an employee UNTIL at least 1 work order is closed and service history is created.
- Inspection QA categories: 4=failed, 6=inspections, 7=incomplete, 8=incoming
- Repairs are ALL other QA categories.
- This report WILL NOT match other reports.
- If a order is opened up in a previous month and closed this month, it's counted as opened this month.
- Employee Statistics looks at the current month COMPLETED and FIRST employee closed on the work order.
- Report data comes from the service history, work order, and employee hours files.
Revised: 09/22/2014
Employee Training History (top)
1) In the class file, add a classification called TRAIN. It doesn't need any other parameters filled in.
2) In the equipment file, add each employee as a control number. You can use the employees social security number or their employee number or employee key for the control number (Pick one method and use it consistently). Set the class as TRAIN. It doesn't need any other parameters filled in.
Using the ADD & CLOSE feature, add a work order for each item for which the employee is trained/qualified, using the control number you entered in step 2 for the control # field. Fill in whatever other fields you think you need.
When closing, use the qa category 15 (Training/Education) and the appropriate training service code(s). Use the "notes" box to specify exactly what training course was taken. If you want, you can even assign specific service codes* for specific training classes.
Reporting
Use the service history list to see all training courses for your employees. To get a report for a specific employee, use "specify
report criteria"; in the "field names" section, choose CLASS; for the operator, use "="; in the "value"
section, enter the employees key.
If you have any suggestions or improvements on these procedures, please call.
*To get a list of which employees have taken which course, this is a requirement. Then you can use the service history report and just ask
for that specific service code.
Revised: 01/01/1996
Entering Ranges (top)
A starting Key of "A" will process all items beginning with "A" and continue until the ending Key.
An ending key of "D" would only process the items up to "D", but WOULD NOT INCLUDE "DA...." because that is after "D" alphabetically. Use an ending Key of "DZZZZZ" to include all items that have a Key beginning with "D".
To process only the items for a single Key, enter the Key as starting and ending. (If you enter "EMERGE" in starting and ending
key for cost center, and press Enter, ALL work orders for the "EMERGE" cost center will be processed.)
For numeric entries use the lowest number desired, or "1" (or blank) to print everything, for the beginning key.
For the ending numeric key use the highest number desired or at least as many nines as your highest key would have digits. (i.e. "999999" if your highest numbers have six digits.)
Numbers with decimal (356.32), numbers with dashes (42-98476), and numbers combined with letters are all treated as alphanumeric entry. Be careful to specify the correct range.
LOWER CASE LETTERS should not appear in your Keys as they will not alphabetize with upper case letters, however, mPro3 will correct the casing and will not make searches and listings inaccurate. The ordering of upper and lower casing is an effect of ASCII, the accepted order of characters.
All key fields are automatically set to uppercase regardless of what you enter.
Revised: 01/01/1996
Equipment (top)
Path:
a. Equip on the Quick Link, header menu (*28)
b. Equipment > Equipment (*28)
c. Equipment > Add Equipment (*251)
d. New Record > Equipment (Used to create a new record)
Overview:
Prior to entering equipment, the following files must be entered: Classifications, Vendor/Manufacturers, Cost Centers, and Areas.
Equipment is entered before contracts and work orders.
Systems and Facilities can be entered before the equipment, but are not required. (Usually, systems are set up after
the program has been running for awhile.)
WHY CREATE AN EQUIPMENT RECORD?
Any piece of equipment that requires an individual record and service history should be entered into the equipment file.
ENTERING EQUIPMENT AS IT COMES DUE
If an engineering department is under pressure to bring the system up quickly, equipment due for inspection or service may be entered
first. This would only require the previous entry of Classifications, Vendors, Cost Centers, and Areas.
SEARCHING THE EQUIPMENT FILE
When traversing the equipment file, the user may switch the order the records are displayed in.
When you first enter the equipment window, select the order by drop-down list to change the order if desired.
The data records will display within the search criteria by control #.
Example: You would like to see the records by manufacturer. Let's say that AA Plumbing is the first manufacturer.
The control#'s will be in order until the next manufacturer is displayed.
You may select what fields to display by clicking the 'Field List' dropdown. These fields will be set as a default for further searches. The 'Find' key must be pressed for system to set new default list.
Fields such as serial number or control number can be used to find one piece of equipment. The other fields can be used
to look at all the equipment with the same vendor or in the same cost center, etc.. The matching item with the lowest control number will
display first.
Tabs
The tabs located at the top of the screen allow you to jump to specific data locations - sets.
GROUP EQUIPMENT RECORDS FOR EASY ENTRY
Equipment records should be sorted by class before being entered into the computer. (It may also help to sort them secondarily by cost center.)
THE FREE INDEX AND REFERENCE FIELDS
The free and reference fields have no assigned purpose. Their use can be decided by the user, but it is important to use a standard
form of entry in all records.
It is not necessary to use the free index or reference until a need becomes apparent. In fact, users who use these fields immediately are
often wanting to change their use after a period of time. It is suggested to wait.
The Free Index is an 12 character indexed field. It is included in listing and searching routines, so it is best to use it for
information that will need to be searched. Examples of using this index: Hospital asset numbers, condition (i.e. NEW = Check Warranty,
DEAD = Ready to replace, etc.), or shop.
USER NOTES: DESCRIPTION OF FREE INDEX AND REFERENCE.
Complete this section when you have decided on a use for the free index and reference.
Purpose of Free Index:_____________________________________
Purpose of reference________________________________________
Flags and Security Settings:
F014 - Set flag to "Show In-Active Records" in Equipment
When active, the 'Show active only' check box in the equipment find box is unchecked.
F017 - Move cost ctr week, risk, employee when adding a new equipment record - THIS PROHIBITS CLASS RISK FROM TRANSFERRING
When equipment is added, Employee, week due, and risk are automatically entered for equipment in this department
F032 - put "NONE" in asset# when adding eqp
F037 - when adding new equipment, min info to add: control, class, model, serial, mfg, cost ctr, dept, po and (schedule for risk>12)
F042 - In equipment file, equipment type required
F043- take cycle week from department file when adding new equipment
F063 - when adding equipment, set replacement date with purchase date + class estimated life
F073 - required fields on eqp control, class,model,serial,mfg,facility,costctr,dept,purchase date, cost, risk (scripps biomed & PO#)
F075 - when changing equipment if you change department OR cost center to "ARCHIVED*" then mPro3 sets cycle weeks to 0 (revised 6/27/13, used to be both had to chg)
F076 - eqp int and cycle week chgs to srv - When changing cycle week, record an entry in service history.
F077 - inspection check interval changes to service history on each equipment record
F086 - change only costctr, dept, week in equipment file if user has add rights; if they have change rights this is ignored
F089 - Test model # against model file when adding equipment - If this flag is active user must select from the dropdown list.
F095 - auto delete/archive equipment when closing with code 1429/1649 (dept set to ARC, cycle weeks set to 0)
F104 - Do not use popups, instead show links (i.e. Display Equipment on Cost Center Show Form),etc
Page2 of Class file - Move cycle week forward based on any completed inspection (QA category=6, first trade only)
Example: If I have an annual inspection for February and I do it in April, this key will change the cycle week to April
Miscellaneous:
When changing a control number from a class with inspection procedures to one without inspection procedures - you must first set the cycle weeks to zero and save. Then change the class and save.
Changing cost center, department, vendor, manufacturer, classification keys on a piece of equipment will not change repair/inspection
orders or service history.
Changing inspection intervals or trades in the classification file or changing the cycle week in the equipment file will cause the
old inspection forms to omit inspection procedures if they are reprinted.
Process Flow:
Create New Record:
- From the main menu select New Record
- Select Equipment from the drop down menu and click continue
- Enter the new Control, class key or select description from the drop down, Facility, Cost Center and Department. Click Continue.
Notes:
Check with your manager for required data fields
It is very important to select the correct Class and Department so that the correct trades, intervals, etc display on the next form.
- Enter 'Required' information. Click Save.
Notes:
Most sites require Serial and Model.
Set cycle week if PM is to be created. A checks entry in the class or model file is required.
Prompts from the equipment class will be displayed on the Prompts tab (after clicking save).
- Subsequent entries for the same class may be created using the duplicate function.
View/Modify an existing Record:
- From the main menu select Equip from the Quick links menu.
- Enter your search criteria and click Find. Example: Select a class.
See Search Screens - General for detailed information.
- On the 'Equipment Select' screen, click on your selection. (If there is a direct hit, the system will pass this screen)
See Search Screens - General for detailed information.
- On the 'Equipment Show' screen view or modify your data. If modifying - click save.
Field Descriptions:
Equipment Tabs:
You may use the 'Field Locator' link displayed on the upper right side of the screen, to find what tab a specific field is located on.
-----------------------------Main Tab
(Equip. Tabs top)----------------------------------------------------
CONTROL NUMBER - Required field - This unique 12 character entry is the system's main identifier for this piece of equipment. Entries must be limited to
letters and numbers, though numbers are preferred. This field is right justified.
CLASS - Required field - The equipment class which describes this item. A class listing will be helpful in determining the correct category. All
specifications and procedures should be appropriate for the item being entered. Select the appropriate class from the drop down menu.
KNOWN AS - A common name for this device. Enter up to 50 characters.
MANUFACTURER - Select the appropriate manufacture from the drop down menu.
MODEL - The manufacturer's model number (25 characters). If site has a model file, select the appropriate model from the drop down menu.
SERIAL - Required field - Enter up to 25 characters. If there is no serial number enter NA for 'Not Applicable'.
OEM - Original Equipment Manufacturer.
VENDOR 1 - Display only field; Defined on the MORE Tab.
SYSTEM - Select the appropriate system from the drop down menu.
----------------------------------------
FACILITY - If facilities are in use at your location and this field is part of the data record, you must enter a Facility here. Select the
appropriate facility from the drop down menu. Note: If Facility is changed, use will need to reset Cost Center and Department.
BUILDING - The building in which this item is used. (DECH Area file; SC Setup 2, bottom of screen)
FLOOR/LOCATION - The floor of the building or location of the equipment. (40 Characters)
COST CENTER - The cost center that owns this piece of equipment. Select the appropriate cost center from the drop down menu.
Note: Changing the CC definition in the equipment file does not update past and current work orders.
DEPARTMENT - The department where the equipment is located. Select the appropriate department from the drop down menu.
Note: Changing the department definition in the equipment file does not update past and current work orders.
AREA - The area served by this item. Select the appropriate area from the drop down menu.
Note: Changing the area definition in the equipment file does not update past and current work orders.
----------------------------------------
TEAM - 12 Character, Free Form field. A group of individuals that work together.
EMPLOYEE - View Only - Set on the Scheduling tab.
CYCLE WEEK/MONTH - View only - Set on the Scheduling tab.
CONTRACT - View only - Set on the Contracts tab and Contracts file.
EQP CON START DATE - View only - Set on the Contracts tab and Contracts file.
EQP CON EXP - View only - Set on the Contracts tab and Contracts file.
----------------------------------------
HIGH RISK - View only - Set on the More tab.
REFERENCE - The reference field has no assigned purpose. Its use can be decided by the user, but it is important to use a standard form of entry in all records. It is not necessary to use the reference field until a need becomes apparent. (20 Characters)
FREE INDEX - This field has no assigned purpose. The field use can be decided by the user, but it is important to use a standard form of entry in all records. (12 Characters)
OWNER TYPE - E=Lease, O=Loan, D=DR (Doctor Owned), M=Demo, R=Rental
ASSET# - A number generally assigned by accounting.
----------------------------------------
WARRANTY EXPIRES - Warranty expiration date. Prints on work orders. You can generate warranty inspections.
WARRANTY PARTS - Warranty expiration date on parts.
LAST INSPECTION - View only - The system sets this date.
NEXT INSPECTION - View only - The system sets this date.
- mPro3 does not use the Next Inspection date field to create PMs. This is a reference field only.
- The Next inspection date gets set when Inspections are created for the month.
- The Next inspection date gets re-calculated whenever the 'Save' button is pushed on the equipment show screen. Thus, when the Next Inspection date needs to be recalculated for 1 (One) control number, click Save.
--------------------------------------
- If today is the same month as the cycle week/month the current inspection is due - Upon creation of the PMs, the Next inspection date will display the next time the inspection is due.
- When the Next Inspection date needs to be recalculated for multiples, use the 'Set Next Inspection' utility - located in the Utilities > Retotal Programs menu option.
- In the Checks file, if you change the interval or start/end week, the next inspection dates will need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
-----------------------------More Tab
(Equip. Tabs top)----------------------------------------------------
Header information is display only
HIGH RISK - Check mark if applicable. Will automatically default for new equipment when defined at the class level.
UTILITY SYSTEM - Check mark if applicable.
EPHI - Check mark if applicable. This equipment has electronic protected health information.
HIPAA - Check mark if applicable.
ENCRYPTED - Check mark if applicable.
PHYSIOLOGICAL ALARM - Check mark if applicable.
TECHNICAL ALARM - Check mark if applicable.
EQUIPMENT ALARM - Check mark if applicable. Equipment has an alarm.
----------------------------------------
RISK - A number used to identify priorities for scheduling. Used per your own procedures.
CLASS TYPE - 3 character field. Many facilities use the "class type" field from the classification file to distinguish various types of equipment.
Although this is a user defined field most facilities use the following:
CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
FUNCTION SCORE - 3 character field. Is part of the risk rating system. 10 means life support.
MAINTENANCE NUMBER - 3 character numeric field. Used to identify priorities for scheduling used per your own procedures. See class file.
MEDICAL EQUIP TYPE (Med Equip Type) or BMP - 3 Character field:
Biomed see in-house policy manual.
Engineering use BMP (Building Maintenance Program) or leave blank.
INCIDENT - Used as one category of the overall Risk definition. Use as per your own procedures.
Example:
| Point Score |
Equipment Failure History/Mean time between failure |
| 5 |
Less Than Three Months |
| 4 |
Approximately Six Months |
| 3 |
Approximately One Year |
| 2 |
Approximately Three Years |
| 4 |
Greater Than Five Years |
RANK - 3 character field.
COMMUNICATION - View only, from class file.
PHYSICAL RISK - View only, from class file.
INCIDENT HISTORY - View only, from class file.
CRITICALITY - Use as your own procedures.
PROBABILITY - Use as your own procedures.
SEVERITY - Use as your own procedures.
TOTAL SCORE - Use as your own procedures.
EQUIPMENT TYPE - User Defined 3 character field, usually B=biomed, E=engineering, C=Both biomed and engineering
----------------------------------------
VENDOR 1 - Select the appropriate vendor from the drop down menu. (For PM's the vendor only gets set if the trade is OUTCON.)
VENDOR 2 - Select the appropriate vendor from the drop down menu.
VENDOR 3 - Select the appropriate vendor from the drop down menu.
----------------------------------------
MANUAL NUMBER - Manual reference number.
MANUAL LOCATION - The location where the manuals are kept. This is a reference field.
DRAWING NUMBER - This is a 12 character field. If schematics or diagrams are kept for this item, the location of those materials can
be stored in this field or you can add an attachment.
----------------------------------------
UDI - Unique Device Identifier - fda.gov, Universal Device Identifier, Manufacturer assigns
SOFTWARE REVISION - Revision of the software
STATUS - Select the appropriate status from the drop down menu. Selections are:
In Use, Out of Service, In Storage, Archived, and On Loan.
This field was discussed at the 2015 users conference and is currently a reference field only (20160108).
AREA SERVED - This is a 20 character field, not the 'area' from the area file. This can be used for a description of the specific
area, such as 'ROOM 2'.
OLD CONTROL # - Previous control number
--------------------------- Dates Tab
(Equip. Tabs top)----------------------------------------------------
PURCHASE DATE - MMDDYY format.
P.O.# - Purchase Order number
COST - The original purchase cost of this item. This is a reference field.
INSTALLATION COST - labor; not the cost of the equipment
INSTALLATION DATE - Date the equipment is installed.
ADDED DATE - Date equipment was added to the mPro3. This field is automatically populated when adding a new equipment item.
----------------------------------------
LAST SEEN - Repair or Inspection; View only; The system sets this field.
LAST INSPECTION - View only; the system sets this field.
LAST INSPECTION TYPE - View only; the system sets this field.
LAST REPAIR - View only; the system sets this field.
NEXT INSPECTION - View only - The system sets this date.
- mPro3 does not use the Next Inspection date field to create PMs. This is a reference field only.
- The Next inspection date gets set when Inspections are created for the month.
- The Next inspection date gets re-calculated whenever the 'Save' button is pushed on the equipment show screen. Thus, when the Next Inspection date needs to be recalculated for 1 (One) control number, click Save.
--------------------------------------
- If today is the same month as the cycle week/month the current inspection is due - Upon creation of the PMs, the Next inspection date will display the next time the inspection is due.
- When the Next Inspection date needs to be recalculated for multiples, use the 'Set Next Inspection' utility - located in the Utilities > Retotal Programs menu option.
- In the Checks file, if you change the interval or start/end week, the next inspection dates will need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
----------------------------------------
MANUFACTURED DATE - Date the equipment was manufactured.
END OF LIFE - Used with respect to a product supplied to customers, indicating that vendor intends to stop sustaining it.
(Is the replacement for 'Date No Longer Supported' field - 2012 Users conference)
See 'end of life' utility in the Model file.
END OF PRODUCTION - Production end date.(Is the last time when item was produced/sold by the manufacturer - 2012 Users conference)
REPLACEMENT DATE - Date the equipment is going to be replaced.
REPLACEMENT COST - Cost to replace equipment level; May also be defined at class level.
----------------------------------------
UPDATED - View only, shows the date this screen was last updated.
UPTIME - View only, shows the time (hh:mm:ss) this screen was last updated.
--------------------------Prompts Tab
(Equip. Tabs top)----------------------------------------------------
PROMPTS - (Left side) Are questions entered in the equipment 'Class' file prompting the user to answer a question. These prompts are displayed when a piece of equipment is added. There can be up to 12 prompts.
RESPONSE - (Right side) Is the response to the question/prompt.
REPORTING OF PROMPTS/RESPONSES - A display data report may be created to show prompts and responses. In addition, they are showed in printed PM and Work Order forms (Inspections > Print Inspection Forms; Repairs > Print Repairs).
----------------------------------------
Refrigerant Section:
REFRIGERANT CAPACITY -
REFRIGERANT LEAKAGE -
REFRIGERANT LTD - Refrigerant used LTD.
REFRIGERANT PART -
--------------------------Charges Tab
(Equip. Tabs top)----------------------------------------------------
Life to date and year to date figures are derived from closed work orders.
Notes:
- Year to date figures are accumulated from the last time they were cleared. See 'Retotal Equipment' & 'Clear YTD' push-buttons in Retotal Programs, under the Utilities Menu.
- No charge fields are updated for vendor contract work orders.
LIFE TO DATE
|
YEAR TO DATE |
LTD Inspection (dollars)
|
YTD Inspection (dollars) |
LTD Insurance (dollars)
|
YTD Insurance (dollars) |
LTD Labor (dollars)
|
YTD Labor (dollars) |
LTD Material (dollars)
|
YTD Material (dollars) |
LTD NC Inspection (dollars)
|
YTD NC Inspection (dollars) |
LTD NC Labor (dollars)
|
YTD NC Labor (dollars) |
LTD NC Material (dollars)
|
YTD NC Material (dollars) |
LTD Vendor Inspection (dollars)
|
YTD Vendor Inspection (dollars) |
LTD Vendor Labor (dollars)
|
YTD Vendor Labor (dollars) |
LTD Vendor Material (dollars)
|
YTD Vendor Material (dollars) |
--------------------------Contract Tab
(Equip. Tabs top)----------------------------------------------------
CONTRACT - Select the appropriate contract from the drop down menu. Entering the contract here will add this equipment to the contract.
Notes:
- If Contract Start and End dates 'ARE' defined in the contract file, the system displays those dates next to the Contract drop down on the Equipment show screen.
- Contract start and end dates defined at the equipment level will be used at all times.
- When adding an item to the contract ON THE CONTRACT screen, the EQ CON START DATE/EXPIRATION dates will get preset.
EQ CON START DATE/EXPIRATION - Equipment contract start date / Equipment contract expiration date - Revise if not the same date as in the contract file. (See contract above)
EQP CON COST - Equipment Contract Cost - Only used in service contracts. Enter the 'Annual' portion of the service contract cost for this piece of equipment.
Note: When adding the equipment via the Contract file - the annual contract cost is brought forward from the Annual Contract Cost entered on that screen.
VENDOR EQUIPMENT ID - Vendors ID number
VEN SRVC PROVIDER - Vendor or Service provider.
CONTRACT NOTES - Notes
CONTRACT TYPE - TBD
COVERAGE - Hours of coverage
IN DEVELOPMENT - CONTRACT CATEGORIES - Used in tandem with the Coverage push button - See Categories section of this manual on how to use the Categories function.
ALLOCATION - TBD
MODALITY - TBD
----------------------------------------
CONTRACT2 - See definition above
CONTRACT2 START DATE - See definition above
CONTRACT2 EXP DATE - See definition above
VEN2 EQUIPMENT ID - See definition above
VEN2 SRVC PROVIDER - See definition above
CONTRACT2 NOTES - See definition above
COVERAGE2 - Push button - In development
ALLOCATION2 - See definition above
MODALITY2 - See definition above
----------------------------------------
CONTRACT3 - See definition above
PREVIOUS CONTRACT - Select previous contract from the drop down menu.
-------------------------- Info Sys Tab
(Equip. Tabs top)----------------------------------------------------
Overview:
Information Services / Information Systems - is section in the equipment file to be used for tracking related computer systems.
This section contains information such as net risk, network, OS, Medical Software Application Version, Security Updates performed etc.
The security updates performed section has an option, when certain service codes are used on the closing, the notes of that closing get added to this section.
This way when techs upgrade software on a device it will track that history on the equipment record.
This covers a section for any updates or upgrades that are done later on for tracking
Field Descriptions:
NET RISK - A number used to identify priorities for scheduling. Used per your own procedures.
OPERATING SYSTEM - Select Operating System from the drop down list. List is hard coded, contact Mayer Computer Service for additions.
FIRMWARE - Firmware version
BOOTBLOCK SOFTWARE - Bootblock version
DRUG LIBRARY VERSION - Drug Library Version
HOST NAME - Host Name
MEDICAL SOFTWARE APP VERSION - Medical Software Application Version
SECURITY UPDATES PERFORMED - Details on Security Updates
CONNECTED TO HOSPITAL NETWORK - Check Box - Check if connected to a Hospital Network
CONNECTED TO LOCAL NETWORK - Check Box - Check of connected to a Local Network
NETWORK INFO NOTES - Notes
NETWORK INFO/DEVICES - Push-button - Devices attached to this control - Use the Top, Prior, Next, Last push-buttons to scroll through the device file.
ADD NETWORK INFO OR CONNECTED DEVICES - Push-button - Forwards user to the 'Device File (Equipment Network Info/Devices)' screen where user may add new Devices or Network Information.
--------------------------Asset Mgmt Tab
(Equip. Tabs top)----------------------------------------------------
A20 PRCT BON - TBD
AP DATE - TBD
BOOK COST - Total paid for acquiring an asset.
BOOK DEPRECIATION - Book depreciation expense is the amount recorded on the "books" and reported on the financial statements.
BOOK GAIN LOSS - Amount of cash received for the asset to the asset's book (carrying) value at the time of the sale.
BOOK LTD DEPRECIATION - Book Life to date depreciation
BOOK YEAR - Book Year
CUR MTD DEPRECIATION - Current Month to date depreciation
CUR YTD DEPRECIATION - Current Year to date depreciation
DATE ACQUIRED - Enter date acquired.
DATE DISPOSED - Enter date disposed
DEPRECIATION METHOD - Method of depreciation
DISPOSED DESCRIPTION - Enter disposed action.
ITC CODE - TBD
LIFE IN YEARS - Life expectancy in years.
LTD BON179 - TBD
NET BOOK VALUE - Value at which a company carries an asset on its balance sheet. It is equal to the cost of the asset minus accumulated depreciation.
OLD ASSET NUMBER - Previous asset number
PROCESS LESS EXPENSIVE - TBD
PROPERTY CODE - TBD
SALVAGE VALUE - Estimated resale value of an asset at the end of its useful life.
--------------------------Alt Scoring Tab
(Equip. Tabs top)----------------------------------------------------
Overview:
Used as an alternative scoring system - Enter as per your own internal procedures.
ABUSE SCORE - Use as per sites internal procedures.
AREA SCORE - Use as per sites internal procedures.
BREAK DOWN - Use as per sites internal procedures.
CLINICAL - Use as per sites internal procedures.
DATE REVIEWED - Use as per sites internal procedures.
ENVIRONMENT - Use as per sites internal procedures.
FREQUENCY - Use as per sites internal procedures.
FUNCTIONS - Use as per sites internal procedures.
HAZARD - Use as per sites internal procedures.
REVIEWED - Use as per sites internal procedures.
RISK SCORE - Use as per sites internal procedures.
SCORED - Use as per sites internal procedures.
TOTAL SCORE - Use as per sites internal procedures.
--------------------------Scheduling Tab
(Equip. Tabs top)----------------------------------------------------
DEPARTMENT & CLASS Cycle are reference fields only.
- Dept Cycle - See 'Cost Center / Department' section in this manual - look for the field 'Week Due'.
- Class Cycle - The system looks for another piece of equipment within that same class and displays that equipments cycle week.
If there are multiple cycle weeks, the system uses the first occurrence.
EMPLOYEE - Select the appropriate employee from the drop down menu.
- This employee will be assigned to all equipment work orders and equipment inspections for this piece of equipment.
- For area PM's/Repairs, the system will automatically assign the employee defined in the area file.
TRADE - The six trades associated with the equipment class are displayed here along with the first four inspection intervals for that trade.
These trades are defined in the Class file.
CYCLE WEEK OR MONTH - Enter the Cycle Week 'OR' Month field (Both are not required). You may set this field now or wait and set later by using the 'Schedule Inspections' menu option.
For monthly PM's, please avoid using cycle week 1 as the system may generate the 'Monthly PM' twice in one month (based calendar year).
Week and month guidelines are provided on the Equipment screen.
- Generally, the Cycle Week/Month is the Week of Greatest Inspection, meaning when the annual inspection happens or when most of the work is done.
- If the 'Week Due' is defined in the 'Cost Center Department' file, the system will automatically enter the cycle week when the setup flag of F017 is active.
Example:
If you want a quarterly inspection for the months of (jan, / apr, / jul, / oct,) sequence - enter 3 in the weeks box.
If you want a quarterly inspection for the months of (feb, / may, / aug, / nov,) sequence - enter 7 in the weeks box
INSPECTION INTERVALS (IN WEEKS) - The inspection intervals section is populated by the 'Inspection Checks File'. Verify the trade is entered in the Inspection Checks and Class files.
INTERVAL OVERRIDES TRADE #1 / #2 - This is a 3 character numeric field.
- You cannot use overrides with more than 3 procedures.
- To clear out an Interval Override enter a zero, the number 0 and click save.
- See Interval Overrides section of this manual for details.
YEAR START - This is the year the inspections start for Multi Year Inspections. The start date needs to be before the Current year.
Note: When creating PMs, the report 'Missing Start Year' is automatically created. Click on the link to view the report. You may also create by using the 'Generate missing start year report only' check box on that screen.
Examples:
The Year start is defined as 12/18/2006 (forget the month and day, focus on year)
- Inspection interval is defined as 'every 2 years' cycling in January.
The result would be an inspection is created in 2008, 2010 then every 2 years after.
- Inspection interval is defined as 'every 3 years' cycling in December.
The result would be an inspection is created in 2009 then every 3 years after.
- Today is 1/25/2010 and a user creates a new piece of equipment. They scheduled the inspection for every 2 years, cycling in February and want the next inspection to be in February of 2010. The Year Start Date to enter would be 2/1/2008.
- Today is 4/10/2012 the equipment is scheduled for every 1.5 years, cycling in May (user wants PM to happen in May 2012) - Look at the cycle month and subtract 1.5 years. Insert that date into the Year Start field.
NEXT INSPECTION - View only - The system sets this date.
- mPro3 does not use the Next Inspection date field to create PMs. This is a reference field only.
- The Next inspection date gets set when Inspections are created for the month.
- The Next inspection date gets re-calculated whenever the 'Save' button is pushed on the equipment show screen. Thus, when the Next Inspection date needs to be recalculated for 1 (One) control number, click Save.
--------------------------------------
- If today is the same month as the cycle week/month the current inspection is due - Upon creation of the PMs, the Next inspection date will display the next time the inspection is due.
- When the Next Inspection date needs to be recalculated for multiples, use the 'Set Next Inspection' utility - located in the Utilities > Retotal Programs menu option.
- In the Checks file, if you change the interval or start/end week, the next inspection dates will need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
REASON FOR NO PM - If the equipment is not scheduled, select the reason for no PM.
This is a site defined field. Set this up in the Setup File 2 (bottom of screen).
Example: In storage
--------------------------Notes Tab
(Equip. Tabs top)----------------------------------------------------
NOTES - List any extra notes about the equipment.
Notes will appear on PM form in full; partially on worksheet equipment. Links included.
ATTACHING DOCUMENTS - (use only after 1st Saving a New Record) For each file attachment, Browse file and hit Save.
See Attach Files - Add, Print and Delete section in this manual for details.
Note:
Linked documents will appear here along with any pictures defined in the class file
HIPAA NOTES - List any Hipaa notes about the equipment.
CATEGORIES - Categories (Please do not modify directly unless directed by mPro3 Admin.)
See the Categories section of this manual on how to use the Categories function.
--------------------------Duplicate Tab
(Equip. Tabs top)----------------------------------------------------
This section allows user to duplicate current data entry fields for like equipment.
Notes:
- After clicking the duplicate push-button, click save to recalculate the next inspection date.
- The user must have the privileges of 3 or above for the duplicate push-button to appear.
- The function score, class type, risk, maintenance#, med. eqp type all come from the class file.
If the model file (setup F088) flag is active then function score, class type and risk come from model file.
NEW CONTROL # - Maintenance controlled number.
NEW SERIAL # - Enter up to 15 characters. If there is no serial number enter n/a for not applicable.
----------------------------------------
Create new data record:
This section allows you to quickly add new Class, Cost Center, Facility, Model, System, Vendor/Manufacturer.
TABLE - Select the appropriate table from the drop down menu.
KEY - Abbreviation
NAME (DESCRIPTION) - Full name or description.
Click the Create New Record button after the Key and Name fields have been populated.
Push-button / Check box / Links:
ADD/CLOSE - (Show Page, Main tab) - Push-button - Forwards user to the Add and Close work order menu option.
ADD NETWORK INFO OR CONNECTED DEVICES - (Show Page, Info Sys tab) - Push-button - Forwards user to the 'Equipment Network Info/Devices' show screen where user may Add new devices or Network Info.
BROWSE - (Show Page, Notes tab) - Push-button - Used for adding attachments. See Notes Tab for details.
CHANGE SERVICE - (Find page) - Push-button - Change Service History on one control number, via Service History file.
CHECKS - (Show page, Main tab ) - Push-button - Creates a green link to the Inspection Checks class book list.
TEXT - (Select page) - Copies data to a buffer/clip board, allowing user to paste into a document.
CREATE NEW RECORD - (Show page, Duplicate tab ) - Push-button - Allows the user to create a new record on-the-fly. Select the appropriate file from the Table dropdown list.
CREATE WORK ORDER - (Show page, Main tab ) - Push-button - Forwards the screen to the Create New Work Order function.
EXCEL - (Select Page) - Push-button - Allows the table to be created/opened in excel or other spreadsheet applications.
DUPLICATE - (Show page, Duplicate tab ) - Push-button - Click this push-button to duplicate a record with a new Control and Serial number.
EXCLUDE CONTRACT DISTRIBUTION HISTORY - (Find Page) - Check Box - Used with the 'Service' push-button. Exclude contract distribution history in a service report for a 10 year period.
FIELD LIST - (Find Page) - Drop down - Click Select Fields to Display, Check mark the fields you wish to display of the Select Screen. The 'Find' key must be pressed for system to set the new default list.
FIND - (Find Page) - Push-button - Allows a user to perform a find on criteria entered.
Note: Used in tandem with Ordered By, Field List and Max to Find.
FIND - (Show Page, All tabs) Push-button - Allows a user to perform a find on criteria entered.
Example: Enter control number to the left of the Find Push-button, then click - the system will now show that control number.
Can be used in tandem with the Search By drop down.
LAST THREE YEARS ONLY - (Find Page) - Check Box - Used with the 'Service' push-button. - Run report for the last three years.
NETWORK INFO/DEVICES - (Show Page, Info Sys tab) - Push-button - Devices attached to this control - Use the Top, Prior, Next, Last push-buttons to scroll through the device file.
NEW (Find and Show Page - All tabs) - Push-button - Allows a user to create a new equipment record.
OPEN PM's/REPAIRS - (Find Page and Show Page, Main tab ) - Push-button - Creates a list of Open PM's/Repairs for one control number.
Ordered By (Find Page) - Drop down - Set the order your results page data will appear.
PDF - (Select Page) - Push-button - Allows user to send results to a PDF file.
PRINT - (Select Page) - Push-button - Use your browsers print function to print table. Press escape when finished
REFRESH (Show Page, All tabs) - Push-button - Refresh your screen.
RESET - (Find Page) - Push-button - Reset the 'find' criteria to system defaults.
SAVE - (Show Page, All tabs) - Push-button - Save changes to the record.
SERVICE - (Find Page) - Push-button - Run a quick service report on one control number. This report contains a summary of the equipment fields, including Known As. The date completed range is pre-set for 10 years.
Report may be used with check box:
- With all history and costs
- Exclude contract distribution history
- Last three years only
SERVICE - (Show Page, All tabs) - Push-button - Run a complete service report on one control number.
SHOW ACTIVE ONLY - (Find Page) - Check Box - When checked the system will return only active records. When unchecked the system will return active and inactive records. The inactive records will appear in an Italic font.
Note: Display deleted records in drop down lists may be defined in 'My Settings' under the My mPro3 menu option.
TOP/PRIOR/NEXT/LAST - (Show Page, All tabs) - Allows user to scroll through the database records when the find returns multiple records.
WITH ALL HISTORY AND COSTS - (Find Page) - Check Box - Used with the 'Service' push-button. Display all history and costs for a 10 year period.
Revised: 05/21/2018
Equipment Acceptance (General Information) (top)
Overview:
This function is used for Clinical Engineering to:
- Create the Equipment, Acceptance Form, Work Order and Service History in one process
- Allows Paperless acceptance forms
Menu Options Available:
See Process Flow below for Create, Review and Approve (Show Not Approved), Post, and Print.
- Equipment Acceptance Forms (File) - page# *354
- New Acceptance Form - page# *353
- Approval process - Push button - Available in the Equipment Acceptance Forms (file) page.
- Equipment Acceptance Form Print - Available in the Equipment Acceptance Forms (file) page.
Flags And/Or Security Settings:
Equipment-Level 5 needed for Approved button on Acceptance form/New Equipment Acceptance module.
Process Flow:
I. Create New Acceptance Form:
- Path: Equipment > New Acceptance Form
- Enter Model/Serial or Both: (Then click the 'Check' push button)
- If an equipment record EXISTS (as an active or inactive control number), the system will respond 'A record matched your model and serial # so please update'. Generally a serial number is necessary to get a direct match. This process cannot be used for existing equipment.
Notes:
- If the match is in the acceptance file and HAS NOT been approved update that acceptance.
- If the match is related to an existing control number - manually process an acceptance. i.e. Process an Add and Close work order.
- If the equipment DOES NOT EXIST (as a control number in mPro3) , the system will Respond 'No equipment record found for your model and serial #.' Continue onto the next step.
- On the Equipment Acceptance Form enter all required fields and press Save. The system will respond 'Changes Saved'.
Required information may be: (Refer to your internal operating procedures.)
Upper section of Screen
- Control # (Column 1)
- Manufacturer (Column 1)
- Date of Test (Column 4)
- - - - - - - - - - - - - - - - - - - - -
Middle section of Screen
- Enter test results here
- - - - - - - - - - - - - - - - - - - - -
Lower section of Screen:
- Service code (Serve Code) - Generally code 1800 (INCOMING INSPECTION-NEW)
- Time
- Technician
- Date
Notes:
- If control number already exists in the database - the system will respond 'Control# exists in the Acceptance file
already.'
- Verify you have the correct control number.
- If the control number is correct and there is a current acceptance that HAS NOT been approved, modify the acceptance.
- If the control number is correct and the acceptance HAS been approved, or/if the control number is correct and is in the
database with no acceptance form processed, contact your supervisor.
----------------------------------------
- To modify the acceptance form, prior to approval go to 'Equipment Inspection Forms' menu.
Path: Equipment > Equipment Inspection Forms > Enter Control number > Click Find > Make your changes on the form and click 'save'.
----------------------------------------
- The acceptance form can be printed after the form is created by selecting the 'Print' push button, located at the top of the screen.
- The duplicate feature may be used, if you have several equipment to be created.
- The Acceptance Form is now in the queue for manager approval. Equipment does not exist in the database until the
Acceptance Form is approved.
II. Review and Approve:
The 'Approve Acceptance Form' push button appears for specific users and is hard coded into mPro3.
User file - Equipment-Level 5 is needed for Approved button on Acceptance form/New Equipment Acceptance module to appear.
AFTER AN ACCEPTANCE FORM IS CREATED AND APPROVED IT CANNOT BE MODIFIED.
- To view acceptance forms that are currently NOT approved:
- Path: Equipment > Equipment Acceptance forms > Mark the check box of 'Not Approved Only> Click Find
- Click the +/edit next to the appropriate entry
- Review the data and if:
- Approved - Follow your internal operating procedure.
Lower section of screen
- Enter your name in the approved by box.
- Enter the approved date.
- Click the approved push button.
- The system will respond 'Control# nnnnn approved' and the control number will now appear in mPro3.
- Not Approved - Follow your internal operating procedure.
- Note: One site sends an email to the Technician defining the issue.
- A technicians email link is provided on the screen.
- Once all issues are resolved the acceptance can be approved.
III. Post the Record:
Posting must be done manually for service history to be recorded.
- Path Closings > Closings and Post > Click the Post push button.
The system will create a work order number and make an entry in the service history file.
IV. Print the Acceptance Form:
The acceptance form can be printed anytime after the form is created by clicking the 'Print' push button on the Acceptance Form show page.
You may also click the 'Acceptance Form' push button located on the Equipment file show page.
To return to the main mPro3 screen remove 'page=NewEquipmentAcceptanceForm' in the web address bar (URL Bar) on your browser and hit enter on your keyboard.
Revised: 10/17/2016
Equipment Acceptance Form/File (top)
Path:
- Equipment > Equipment Acceptance Forms
- *354
- Equipment file - Show Screen - Pushbutton named 'Acceptance Form'- this will take you to the Acceptance form if one has already been created otherwise the system will respond 'No Acceptance Form for this Control.'
Overview:
This is the main Acceptance form file. This page can be used for viewing, modifying and/or approving acceptance forms.
To find 'Not Approved' acceptance forms use the 'Not Approved Only' check box on the find page.
The acceptance parameters are set by site management.
See 'Equipment Acceptance General Information' in this manual for creating a New Acceptance form.
Flags And/Or Security Settings:
Equipment-Level 5 needed for Approved button on Acceptance form/New Equipment Acceptance module
Process Flow:
See Equipment Acceptance (General Information) in this manual for detailed process flow.
Field Descriptions:
PREVIOUS CONTROL # - This may be used if the previous tag on the equipment is damaged.
CONTROL # - Current Control number
VENDOR - Select Vendor from the drop down list.
COST - Original purchase cost of this item
CYCLE WEEK - Enter Cycle Week.
CLASS - Select the appropriate class from the drop down list.
FACILTIY - If facilities are in use at your location and this field is part of the data record, you must enter a Facility here. Select the appropriate facility from the drop down menu.
WARRANTY DATE - Warranty expiration date
P.O# - Purchase Order number
MODEL - This is the manufacturer's model number. Select the appropriate model from the drop down menu or enter Model in free text field. This field should default from entry on the previous screen.
COST CENTER/DEPARTMENT - This is the cost center/department where the equipment is located. Select the appropriate department from the drop down menu. Note: Cost center can be different from department at some sites.
WARRANTY PART - Warranty expiration date on parts
SOFTWARE REVISION - Revision of the software
SERIAL - Enter up to 15 characters. If there is no serial number enter n/a for not applicable. This should default from the previous screen.
BUILDING - The building in which this item is used
FLOOR/LOCATION - The floor of the building or location of the equipment (20 Characters)
RISK - Use per your in-house procedures, A letter or number to identify priorities for scheduling.
DATE OF TEST - Date the test completed
MANUFACTURER - Select the appropriate manufacture from the drop down menu.
DATE RECEIVED - Date equipment was received
PROPERTY # - If applicable, enter property/asset number.
W.O.# - TBD
----------------------;
ORGANIZATION - Select Organization from the dropdown list.
COMMENT - Enter any comments.
LINK - Click here for list of testing lab websites.
MANUALS SUPPLIED - Check mark appropriate items.
SHIPPING DAMAGE - Check mark appropriate items.
----------------------;
ELECTRICAL SAFETY TEST: Record All data
This section is used to record all Electrical Safety tests.
----------------------;
OUTPUT TEST / QUALITY ASSURANCE TEST / ATTACHEMENTS / ETC
This section is used to record any output tests.
In addition Quality Assurance Test is recorded.
Please add any notes and/or attachments etc.
----------------------;
WORK COMPLETED
This section is used to document any work completed.
SERVE CODE - Service Code, generally use code 1800
TIME - Amount of time to complete the work
COMMENT - Any notes or comments
WORK COMPLETED - Brief description of the work completed
CE PART # - Clinical Engineering part number
QUANTITY - Quantity of parts used
ELECTRONIC SIGNATURE IMAGE - mPro3 stores electronic signatures (images folder on server). The image name is the employee key/supervisor. If a 'X' appears in this section of the screen, this indicates the .jpg is not in the folder. Contact Mayer Computer Services for setup.
MATERIAL $ - Enter the total cost of materials used by the technician.
TECHNICIAN - Enter the technician that did this incoming inspection.
DATE - Date technician did the work
APPROVED BY - Persons name who approved the Incoming inspection.
DATE - Date the approving authority signed off on this inspection
LINK - If an email is defined in the employee file a link of 'email to employee nn' will appear.
Pushbutton/Check Box/Links:
See checkboxes in Field Descriptions above
PRINT - Print the Equipment Acceptance Form.
DUPLICATE - Enter a new control/serial to duplicate this records data.
Reports/Lists:
Equipment Acceptance Form
Revised: 10/15/2014
Equipment Compliance (top)
Overview:
Equipment Compliance is used for recording HIPAA compliance for individual pieces of equipment.
Search for existing Compliance forms or Create a New Form.
Revised: 01/25/2010
Equipment Due For Inspection (top)
See topic What Equipment Is Due For PM .
Revised: 06/3/2014
Equipment Due For Replacement (top)
Path:
a. Equipment > Equipment Due for Replacement
b. *293
Overview:
The system will Create a link to a report that will show all the equipment that have expired their life expectancy.
- Archived cost centers are excluded.
- Only active units are checked.
- The equipment must have a purchase date.
- The system uses the class 'Estimated Life' field to make it's calculation.
Process Flow:
- Click Create Report push-button.
- The System will create report
Note: Purchase date comes from the Equipment file, Estimated Life comes from the Class file.
Reports/Lists:
Equipment Due for Replacement Report
Revised: 06/03/2014
Equipment File Fields (top)
Overview:
Data fields in the Equipment File.
| field_name |
field_type |
field_len |
a_a20_prct_bon |
C |
1 |
a_ap_date |
D |
8 |
a_book_cost |
N |
10 |
a_book_depreciation |
N |
10 |
a_book_gain_loss |
N |
10 |
a_book_ltd_depreciation |
N |
10 |
a_book_year |
N |
2 |
a_cur_mtd_depreciation |
N |
10 |
a_cur_ytd_depreciation |
N |
10 |
a_date_acquired |
D |
8 |
a_date_disposed |
D |
8 |
a_depreciation_method |
C |
1 |
a_disposed_description |
C |
20 |
a_itc_code |
C |
5 |
a_life_in_years |
N |
2 |
a_ltd_bon179 |
N |
2 |
a_net_book_value |
N |
10 |
a_old_asset_number |
C |
12 |
a_process_less_expensive |
N |
10 |
a_property_code |
C |
6 |
a_salvage_value |
N |
10 |
active |
L |
1 |
added_date |
D |
8 |
area |
C |
12 |
area_served |
C |
20 |
asset_number |
C |
12 |
building |
C |
20 |
class |
C |
12 |
class_name |
C |
40 |
class_type |
C |
3 |
classx |
C |
12 |
contract |
C |
12 |
contract_cost |
N |
10 |
control |
C |
12 |
cost |
N |
10 |
cost_center |
C |
12 |
cost_center_name |
C |
30 |
cost_center_number |
C |
12 |
custody_code |
C |
4 |
cycle_week_1 |
N |
2 |
cycle_week_2 |
N |
2 |
cycle_week_3 |
N |
2 |
cycle_week_4 |
N |
2 |
cycle_week_5 |
N |
2 |
cycle_week_6 |
N |
2 |
date_no_longer_supported |
D |
8 |
department |
C |
12 |
department_name |
C |
30 |
document_1 |
M |
4 |
document_2 |
M |
4 |
document_3 |
M |
4 |
drawing_number |
C |
12 |
employee_1 |
C |
12 |
employee_2 |
C |
12 |
employee_3 |
C |
12 |
employee_4 |
C |
12 |
employee_5 |
C |
12 |
employee_6 |
C |
12 |
ephi_complete |
L |
1 |
equipment_alarm |
L |
1 |
equipment_type |
C |
3 |
extra_field_1 |
C |
20 |
extra_field_2 |
C |
20 |
extra_field_3 |
C |
20 |
extra_key_2 |
C |
15 |
extra_key_3 |
C |
15 |
facility |
C |
12 |
floor |
C |
20 |
free_index |
C |
20 |
function_score |
C |
3 |
hipaa |
L |
1 |
hipaa_notes |
M |
4 |
incident |
C |
3 |
include |
C |
3 |
installation_cost |
N |
10 |
installation_date |
D |
8 |
interval_1_override_trade_1 |
N |
3 |
interval_1_override_trade_2 |
N |
3 |
interval_2_override_trade_1 |
N |
3 |
interval_2_override_trade_2 |
N |
3 |
interval_3_override_trade_1 |
N |
3 |
interval_3_override_trade_2 |
N |
3 |
key_mstr |
N |
10 |
known_as |
C |
40 |
last_inspection |
D |
8 |
last_inspection_type |
C |
3 |
last_repair |
D |
8 |
last_value_parameter_1 |
N |
7 |
last_value_parameter_2 |
N |
7 |
last_value_parameter_3 |
N |
7 |
last_value_parameter_4 |
N |
7 |
locator_1 |
C |
30 |
locator_2 |
C |
30 |
locator_3 |
C |
30 |
locator_id |
C |
30 |
locator_website |
C |
50 |
ltd_exchange |
N |
10 |
ltd_inspection |
N |
10 |
ltd_insurance |
N |
10 |
ltd_labor |
N |
10 |
ltd_material |
N |
10 |
ltd_nc_inspection |
N |
10 |
ltd_nc_labor |
N |
10 |
ltd_nc_material |
N |
10 |
ltd_vendor_inspection |
N |
10 |
ltd_vendor_labor |
N |
10 |
ltd_vendor_material |
N |
10 |
maintenance_number |
N |
3 |
manual_location |
C |
30 |
manual_number |
C |
20 |
manufacturer |
C |
12 |
manufacturer_name |
C |
30 |
manufacturer_oem |
C |
12 |
medical_equipment_type |
C |
3 |
missed_inspection |
N |
1 |
model |
C |
25 |
network_alarm |
L |
1 |
new_field_1 |
N |
2 |
new_field_2 |
C |
10 |
next_inspection |
D |
8 |
note |
C |
40 |
notes |
M |
4 |
owner_type |
C |
3 |
page_break_field |
N |
1 |
parameter_flag |
N |
1 |
po_number |
C |
15 |
print_what |
N |
1 |
prompt_response_01 |
C |
15 |
prompt_response_02 |
C |
15 |
prompt_response_03 |
C |
15 |
prompt_response_04 |
C |
15 |
prompt_response_05 |
C |
15 |
prompt_response_06 |
C |
15 |
prompt_response_07 |
C |
15 |
prompt_response_08 |
C |
15 |
prompt_response_09 |
C |
15 |
prompt_response_10 |
C |
15 |
prompt_response_11 |
C |
15 |
prompt_response_12 |
C |
15 |
purchase_date |
D |
8 |
rank |
C |
3 |
reference |
C |
20 |
refrigerant_capacity |
N |
10 |
refrigerant_leakage |
N |
3 |
refrigerant_ltd |
N |
10 |
refrigerant_part |
C |
17 |
replacement_cost |
N |
10 |
replacement_date |
D |
8 |
risk |
C |
3 |
s_abuse_score |
N |
2 |
s_area_score |
N |
2 |
s_break_down |
N |
2 |
s_clinical |
N |
2 |
s_date_reviewed |
D |
8 |
s_environment |
N |
2 |
s_frequency |
N |
2 |
s_functions |
N |
2 |
s_hazard |
N |
2 |
s_reviewed |
C |
20 |
s_risk_score |
N |
2 |
s_scored |
C |
20 |
s_total_score |
N |
3 |
serial |
C |
15 |
software_revision |
C |
20 |
status |
C |
30 |
system |
C |
12 |
team |
C |
12 |
updated |
D |
8 |
uptime |
C |
10 |
vendor_1 |
C |
12 |
vendor_2 |
C |
12 |
vendor_3 |
C |
12 |
warranty_date |
D |
8 |
warranty_parts |
D |
8 |
y2k_date |
D |
8 |
y2k_status |
C |
3 |
year_start |
D |
8 |
ytd_exchange |
N |
10 |
ytd_inspection |
N |
10 |
ytd_insurance |
N |
10 |
ytd_labor |
N |
10 |
ytd_material |
N |
10 |
ytd_nc_inspection |
N |
10 |
ytd_nc_labor |
N |
10 |
ytd_nc_material |
N |
10 |
ytd_vendor_inspection |
N |
10 |
ytd_vendor_labor |
N |
10 |
ytd_vendor_material |
N |
10 |
Revised: 05/01/2007
Equipment Inspection Interval Report (top)
In process of documenting
Path:
Inspections > Scheduling and Load Reports > Equipment Inspection Interval
Overview:
This report provides user with a breakdown of control number and greatest interval either by week or month depending on the report type selected.
Note: Weeklies are not included in this report but are noted by a 'W' in the last (December) column.
Miscellaneous:
- The 'Total Count' at the bottom of the report is units. The system will count more than once if the employee is on multiple trades on one control number.
---------------------------------------- ----------------------------------------
- 'Records found' on the link are the total scheduled.
- In the future, the programmer will be removing this.
Process Flow:
- Select from the drop down menus criteria you wish to base this report on.
- Select Ordered by, if you wish to change the ordered by sequence
- Select either Months & Intervals or Weeks and Intervals, to determine your report type.
- Select any appropriate check boxes.
- Click Create Report push-button.
Push-button/Check Box/Links:
Months & Intervals - Radio button - Select to create the Months & Intervals report.
Weeks & Intervals - Radio button - Select to create the Weeks & Intervals report.
With Page Breaks - Check box - Select to produce a report with page breaks.
With Details - Check box - Select to add more details to the report.
Reports/Lists:
Months & Intervals
Weeks & Intervals
Revised: 04/15/2010
Equipment Inspection Load (top)
Path:
Inspections > Scheduling & Load Reports > Equipment Inspection Load
Overview:
This report option allows the user to create three types of reports. These reports provide data to assist in scheduling employees, balancing work load, inspection check data and parts requirements.
Report types:
- Hours:
This report can be run for a future week to aid in scheduling employees. It also could be run for the entire year (monthly) as a tool for rescheduling (balance the work load over the year).
Note: If time is Not defined in the checks file, when running the 'Hours' - Report Type, the class/equipment does Not appear in the report.
- Missing Checks:
This report lists equipment that is scheduled but is missing inspection checks.
- Parts Requirements:
Lists parts requirements for future inspections. See 'Inspection Parts' section in this manual.
Note: Only Quarters 1 - 4 are allowed in Parts Requirement Report
For year
If other than the current year - enter the year.
Period:
The Period flag is necessary for "Hours" or "Parts Requirements" reports. It is not used with the Missing Checks report.
For Hours - Select 12 months or Quarter.
For Parts Requirement - Select appropriate Quarter.
- 12 months (January through December)
- Qtr 1 (January through March)
- Qtr 2 (April through June)
- Qtr 3 (July through September)
- Qtr 4 (October through December)
Miscellaneous:
- The 'Time' field in the checks file must be defined for the equipment to appear on this report, hence the title of the report 'Equipment Inspection Load'.
- If equipment is not scheduled, there is no load, OR it may be scheduled but if there is no time on the inspection check, it would not show up here, but would show up on the Equipment Inspection Interval report.
- For sites that want to track this and have several classes with nn pieces of equipment, we suggest that you put in at least 30 minutes on those procedures
---------------------------------------- ----------------------------------------
- The records found (when a report is created), are the number of Equipment that are scheduled - not all equipment is scheduled.
- This number will count equipment twice if it has multiple trades on it. In this way you can say Biomed inspects x # of equipment and Radiology inspects y # of equipment.
---------------------------------------- ----------------------------------------
- In the details of the report 'Total #' nnn Units - Some units are twice a year etc.
- This is the number of inspections, not units
---------------------------------------- ----------------------------------------
- On the line 'Grand total units nnnn' - Again, this is not units but # of Inspections.
---------------------------------------- ----------------------------------------
- Multi-year inspections are included on the report - verify 'Year Start' is defined in the equipment file.
Process Flow:
- Enter the class range.
- Enter the report type:
- Report type Hours - You can do by Quarter or by 12 months
- Report type Missing checks - produces the missing checks report
- Report type Parts Requirements - you can do by Quarter only
- For year - If other than the current year, enter year.
- Enter the period. (period is only necessary for "Hours" or "Parts Requirements" reports).
- Select from the 'Ordered by' drop down menu your desired sort.
- Determine and mark appropriately the 'With Page Breaks' and/or 'With Detail' check boxes.
- If desired, Select other data fields toward bottom of the screen
- Click the Create Report push-button.
Push-button/Check Box/Links:
WITH PAGE BREAKS - Check box - Creates the report with appropriate page breaks
WITH DETAIL - Check box - Provides detail to the control number level.
INCLUDE 5 YEARS (FOR 12 MONTH REPORT ONLY) IN EXCEL - Check box - Include 5 years of data.
SEND ME AN EMAIL WHEN REPORT COMPLETE - Check box - See below
- Used when the processing of retrieved data exceeds the servers time out settings.
- Generally a process will run for 5 minutes then the user will get a time out error.
- This check box allows the user to send the report to a batch process and get notified via an email.
- The email will be sent to the logged in users email defined in the User file 'Email' field.
To use this option, enter your report parameters > check mark the 'Send me an email...' check box > click create report > Click the Red X (Stop) next to the web address bar on Internet Explorer > Continue with your other work > When the report is ready you will be notified via email which includes the report links.
Note: Email address must be defined in the user file.
Reports/Lists:
Quarterly - This report template breaks the data down by class/control/week and reports by minutes.
Monthly Hour - This report template breaks the data down by class/control/week and reports by hours.
Missing - This report template lists control numbers that have a cycle week defined but no checks.
Parts - Lists parts requirements for future inspections.
Revised: 06/04/2012
Equipment Missing Cycle Weeks / Utility (top)
Path:
a. Equipment > Equipment Missing Cycle Week
b. *310
c. Utilities > Special Utilities > 1/2 way down the page, look for section - 'Create excel file of equipment with possible missing cycle weeks'
Overview:
This utility scans the equipment file and looks for equipment that is not scheduled for inspection though others in the same class are scheduled.
Miscellaneous:
Running report via Utilities lists ALL occurrences of the search criteria
Running report via Equipment lists only the first occurrence of the search criteria
You may want to run a display data report to identify 'all' equipment that is not scheduled.
Process Flow:
Click push-button to run the utility.
Click on Excel link for the report.
Revised: 07/24/2014
Equipment Replacement Sheets (top)
Path:
a. Equipment > Equipment Replacement Sheets
b. *334
Overview:
This program is for use in determining if equipment should be replaced.
Miscellaneous:
- Archived cost centers are excluded, use check box to include.
- Equipment records with class.class type =X excluded.
- The equipment must have a purchase date.
Process Flow:
- click, Equipment, click Equipment Replacement Sheets
- click Clear Costs
- click Set Costs
- click Create class list
Review list and make appropriate changes to replacement cost in Class file.
You can exclude classes by setting class type to X
- click Set ERC
- click Calculate
This may exceed the timeout; if so, check the audit file for:
Date: select today
Action:SPC
Data file: equip
User name: select yourself
Find
You should see an entry: 'calculate (# of repairs Life to date)'
- Set the parameters at the top of the page as you wish.
These parameters will be used with the “Create Excel #1”, “Create Excel #2”, and “Create Excel #3”
- For each of the sections with 'Create Excel..' buttons, set additional parameters as defined in each section.
Note: purchase date, risk, and date no longer supported - are required fields for some spreadsheets.
Reports/Lists:
Excel 1, 2, 3
Revised: 06/03/2014
Equipment Service History List (top)
Path:
Equipment > Equipment Service History List
Overview:
The Equipment Service History List provides a report of history for areas within specified criteria.
Miscellaneous:
Report must be run for less than 100 control numbers and no more than 20 years of service data.
The date completed range is set for 5 years but may be changed.
Push-button/Check Box/Links:
PAGE BREAK ON CONTROL # - The report will page break on Control Number.
PAGE BREAK ON "REPORT BY" (EXCLUDING CONTROL#) - The report will break on what is defined in the 'Report By' drop down.
WITH SERVICE HISTORY - Report will include Service History.
WITH DOLLAR AMOUNTS - Report will include Dollar Amounts.
WITH DELETED EQUIPMENT - Report will include inactive equipment.
WITH REFRIGERANT INFORMATION - Report will include refrigerant information.
INSPECTIONS ONLY - Report will include Inspections only.
EXCLUDE QA CATEGORY 1(ADMINISTRATIVE) AND TRAVEL TIME HISTORY - Report will NOT include QA1 work orders and Travel Time history.
DISPLAY HISTORY BY ORDER NUMBER - Report will be sorted by Order Number.
Revised: 05/29/2012
Equipment To Be Archived/Deleted (Inactivated) - Report (top)
Path:
Inspections > Reports > Equipment To Be Archived
*139
Overview:
'Archive' (or 'Delete' or 'Inactivate'). This report is generally run 3 months back.
If today is November, run the report for August.
The report shows items you have been trying to inspect i.e. closed with QA category 7 (incomplete inspection) and ANY service code, EXCEPT the following:
1701 (Equipment Not Available/In Use),
1706 (No Staff Available),
1708 (Out For Repair),
1709 (Not Located-No Archive)
Note:
To reverse this process ask MCS to run setarcback.
See Equipment To Be Archived (Inactivated) - Automatic Process for details on using service codes 1429(Repairs) 1649 (PMs).
Flags And/Or Security Settings:
- F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing
- In the closing show screen, there is a check box 'Have system set QA category based on Action Service code. If you use a service code of 1700 and the check box is checked, the system will automatically make the QA Category 7. To override this feature uncheck the check box.
Miscellaneous:
- The system will Not archive equipment under a current contract.
- When a piece of equipment is recalled (un-deleted) and an inspection is performed most users use Service codes, 1652-54 out-of cycle pm completed. Prior to running the 'Inspections Reactivated' option, Enter "REACT" in the free index and update the cycle weeks manually in the equipment file.
Process Flow:
- Close an “Inspection” with QA category 7 and use the Service code of '1700 (Equipment not Located)
- Run the Equipment to Be Archived report. The Control with associated Work Order number will appear on the report.
- When/If you're ready to Archive -- Check the 'Archive Now' check box to inactivate (delete/archive) the equipment. Click the Create Report push-button.
You have to do this a couple of times for the report to go back to zero.
The equipment on the report will be:
- de-scheduled (cycle week changed to zero)
- The cost center and department will remain the same.
- mPro3 will make an entry in the service history
- The system inactivates the record.
Audit file will show:
'Auto Archived' will appear in the audit Notes box for the Work Order and the Equipment files.
---------------
workord CHG 180851 Auto Archived
equip DEL BIKECR2 Auto Archived
servhist ADD BIKECR2
Push-button/Check Box/Links:
ARCHIVE NOW - Check box - Used in tandem with create report to archive now.
CREATE AND EMAIL... - Check box - Create and email report for each cost center or department (set Ordered by); optional global copy
Revised: 08/08/2017
Equipment To Be Archived (Inactivated) - Automatic Process (top)
Path:
Close order with code 1429 - Repairs (Removed From Inventory/QA=1) or 1649 - PMs (Archive/QA=6), with setup flag F095 active.
Overview:
Archive was a term used in mPro3 for windows, we use the term inactivate (deleted) in mPro3 online.
With the setup flag F095 checked, by closing an order with code 1429 - Repairs (Removed From Inventory/QA=1) or 1649 - PMs (Archive/QA=6) the system will automatically update the equipment file and do the following:
- delete/inactivate the equipment
- change department to ARC (leaves cost center alone)
Note: Some systems are setup to where the department is not modified. Ask your system admin. or call Mayer Computer Services.
- set cycle weeks to 0
- set next inspection to blank
- set updated to today's date
- This process does NOT close/inactivate any open work orders.
Flags and Security Settings:
F095 - auto archive eqp when closing with code 1429 (Removed From Inventory)/1649 (Archive)
Miscellaneous:
- Be aware of the associated QA category when using these service codes.
For Repairs use Code 1429 (Removed From Inventory/QA=1)
For PM's use Code 1649 (Archive/QA=6)
The code must be in the first place 'Action' box on the closing screen.
- One site follows this process:
Use 1649 for a PM when the technician removes the item from inventory instead of doing the PM.
If the technician were to use a 1428 (Admin Code/QA=1), the system will not count the work order as a completed PM on the Safety Report.
In this scenario the code 1649 can changed to read 'Removed from inventory during PM' so it clearer to the user. We can assist with changing service code wording.
- Refer to your own internal operating procedures:
Process Flow:
setup flag F095 needs to be checked (active)
Close or inactivate any open work orders attached to the control number or area (for area work orders).
Example 1:
- Close a work order as usual and use the Service code of 1429 (Removed From Inventory/QA=1) or 1649 (Archive/QA=6)
- Updates to the equipment file will automatically occur.
Example 2:
- Do an Add & Close with the code 1429. On the 'Show Screen', toward the bottom there are boxes for multiple Equipment control numbers or Area keys. > Click save (to save the 1st record) then click process to save the multiple records.
- Updates to the equipment file will automatically occur.
Revised: 07/21/2017
Equipment With Clinical Alarms (top)
Here are a few options for identifying equipment with clinical alarms.
In the class file:
-----------transfers to -----------------
Field to use equipment work order service history indexed
-------------------------------------------------------------------------
system Y Y N Y
class type (clstype) Y Y Y Y
M1, M2 or any M field Y N N N
The system field translates. For example, define the key CL in the system file for Contains Clinical Alarm. That verbiage would appear on some reports.
Even though the system field is not in the service history it does relate back to the work order file so you can always report on it.
The class type field does not translate and may be incorrectly entered, though this is doubtful. On the plus side it's in all the files and indexed.
The M1, M2 fields let you can define the prompt "Clinical Alarm" in the class and then that's it. It will appear on the work orders. The downside is it's not indexed but you can still run reports and queries though they would be slower.
Revised: 05/16/2003
Equipment With No Service (top)
Select "Display Data" and choose the "Equipment" file
In the specify criteria area, you need to have selected Last_inspection and Last_Repair and set them both to < (less than) 01/01/1950
Revised: 02/20/2003
Excel (top)
Overview:
Most reports and files automatically send data to an excel file.
When saving an Excel over 16k rows, wait a minute to ensure data has loaded to the buffer.
For those reports that do not have an excel link (such as Department Summary), you may be allowed to highlight the columns and paste them
into a spreadsheet from the displayed report. Excel should be able to put them in separate columns automatically, allowing you to do any
type of graphs or projects that you need.
Revised: 01/26/2016
Facilities (top)
Path:
Look up tables > facilities (Use this to setup/modify a facility entry.)
Lists > Facilities (Use this to view a list.)
Overview:
ANTECEDENTS AND CONSEQUENT
Facility records are not necessary to use the system, but they are easy to add and have no complex relation to the system. If the Facility file is
used, it can be set up at any time prior to entering equipment, areas, or projects. No previous entries are required to enter Facilities.
WHY USE THE Facility FILE?
"Facility" is a reference field in the equipment, area, work order, and project files.
For hospitals with multiple facilities.
You will be able to run reports based on this as well as keep work orders and equipment separated.
No costs or totals are maintained in the Facility file but any number of reports may be run.
COLLECTING Facility DATA
The following information will be needed to enter Facilities:
1. Facility key ______________
2. Facility name ____________________________
Field Descriptions:
Facility KEY - 12 characters available; The common name or number for this Facility is the best entry. Do not use punctuation.
NAME - 30 characters are available to describe the Facility. The key entry could be repeated here or the location or purpose could be described.
TEAM - 12 Character, Free Form field. A group of individuals that work together.
Address information may be entered.
Revised: 12/27/2006
Failure Type (top)
Path:
a. Check box on Monthly Report
b. Close Orders
Overview:
Failure type is used to document what caused the failure of the device and is entered when the technician closes a work order. This field is not mandatory.
On the Safety report there is a check box 'Included lines for Failure Type'. When selected, a total for each type appears on the report.
Listed below are the options for why the device failed.
NONE/NO CHANGE
- REPAIR
UNPREV/PRED FAILURE
PREVENTABLE FAILURE
FAILURE USE INDUCED
FAILURE SERVICE IND.
NETWORK RELATED
NO PROBLEM FOUND
BATTERY FAILURE-R
ACCESSORY FAILURE-R
- PM
POTENTIAL FAILURE
EVIDENT FAILURE
HIDDEN FAILURE
BATTERY FAILURE-PM
ACCESSORY FAILURE-PM
Revised: 03/20/2015
Fields always set to upper case (top)
Overview:
This is list of fields that are always set to uppercase.
ASSET_NUMBER
CLASS_TYPE
CONTROL
EQUIPMENT_TYPE
MODEL
ORDER_NUMBER
PART_NUMBER
PO_NUMBER
PRIORITY
REQUEST_NUMBER
REQUEST_TYPE
RISK
SERIAL
TEAM
This list is in addition to key fields like class key, cost center key, etc. Control#, Order#, Part# sort of fit in this same general description.
These were added above for clarity.
If you need a field uppercased at all times, please let us know and we can setup (example: known_as).
Revised: 12/12/2014
File Links (top)
Linked Files
The data files are linked or tied together by keys.
Here are the links:
1. COSTCTR - cost centers or departments in AREA, EQUIP, WORK, SERVHIST, CONTRACT, PROJECT, PO, CLOSETRX
Primary Keys: COSTCTR - Cost_Center; AREA - Cost_Center, Department; EQUIP - Cost_Center, Department; WORKORD - Cost_Center,
Department; SERVHIST - Cost_Center, Department; CONTRACT - Cost_Center, Department; PROJECT - Cost_Center; PO - Cost_Center,
Department; CLOSETRX - Cost_Center, Department
2. VENDOR - vendors/manufacturers in EQUIP(4), WORKORD, SERVHIST, CONTRACT, MATERIAL(3), PART(4), ITEM, PO, CLOSETRX
Primary Keys: VENDOR - Vendor; EQUIP - Manufacturer, Vendor, Vendor2, Vendor3; WORK - Vendor, Manufacturer; SERVHIST - Vendor; CONTRACT - Vendor; MATERIAL - Manufacturer, Vendor1, Vendor2; PART - Manufacturer, Vendor,
Vendor2, Vendor3; ITEM - Vendor; CLOSETRX - Vendor; PO - Vendor, CLOSETRX - Vendor
3. CONTRACT - contracts in EQUIP
4. SYSTEM - systems/equipment or utility in AREA, EQUIP, CLOSETRX, WORKORD, SERVHIST
Primary Keys: SYSTEM - System; AREA - System; EQUIP - System; CLOSETRX - System
5. TRADE - trades or specialties in WORKORD, SERVHIST, CHECKS, CLOSETRX, EMPLOYEE, REQUEST, ITEM
Primary Keys: TRADE - Trade; WORKORD - Trade; SERVHIST - Trade; CHECKS - Trade; CLOSETRX - Trade1, Trade2, Trade3,
Trade4, Trade5, Trade6; EMPLOYEE - Trade; REQUEST - Trade; ITEM - Trade
6. EMPLOYEE - employees in EQUIP, WORKORD, SERVHIST, COSTCTR, ITEM, CLOSETRX
Primary Keys: EMPLOYEE - Employee; EQUIP - Employee, Employee2, Employee3, Employee4, Employee5, Employee6; WORK - Employee; SERVHIST - Employee; COSTCTR - Employee; ITEM - Employee; CLOSETRX - Employee, Employee2
7. CLOSETRX - classifications/equipment or area in AREA, EQUIP, WORKORD, SERVHIST, CHECKS
Primary Keys: CLOSETRX- Class; AREA - Class; EQUIP - Class; WORKORD - Class; SERVHIST - Class; CHECKS - Class
*8. MATERIAL - materials i.e. paints/wallpaper etc. in AREA
*9. SERVCODE - service code in WORKORD(3), SERVHIST(3), REQUEST, CLOSETRX
Primary Keys: SERVCODE - Service_Code; WORKORD - Service_Code1, Service_Code2, Service_Code3; SERVHIST - Service_Code1,
Service_Code2, Service_Code3; REQUEST - Service_Code1, Service_Code2, Service_Code3; CLOSETRX -Service_Code_action_emp_1, Service_Code_action_emp_2, Service_Code_action_ven_3,Service_Code_nounA_emp_1, Service_Code_nounA_emp_2, Service_Code_nouna_ven_3, Service_Code_nounb_emp_1, Service_Code_nounb_emp_2, Service_Code_nounb_ven_3
10. AREA - areas in EQUIP, WORKORD, SERVHIST, PROJECT, CLOSETRX
Primary Keys: AREA - Area; EQUIP - Area; WORKORD - Area; PROJECT - Area; CLOSETRX - Area
11. EQUIP - equipment in WORK, SERVHIST, CLOSETRX
Primary Keys: EQUIP - CONTROL; WORKORD - Control; SERVHIST - Control; CLOSETRX - Control
*12. PART - parts in CHECKS, SERVHIST, CLOSETRX, CLOSETRX
Primary Keys: PART - Part; CHECKS - Part;
SERVHIST - Part; CLOSETRX - Part; CLOSE - Part
*13. REQUEST - request codes in WORKORD, SERVHIST
Primary Keys: REQUEST - Request; WORKORD - Request; SERVHIST - Request
14. WORKORD - work orders i.e. repairs & inspections in SERVHIST, CLOSETRX,
Primary Keys: WORKORD - ORDER; SERVHIST - Order; CLOSETRX - Order
15. PROJECT - projects in WORKORD, ITEM
Primary Keys: PROJECT - Project; WORKORD - Project; ITEM - Project
16. ITEM - project items
17. FACILITY - facilities in AREA, EQUIP, WORKORD, PROJECT, COSTCTR, EMPLOYEE
Primary Keys: FACILITY - Facility; AREA - Facility; EQUIP - Facility; WORKORD - Facility; PROJECT - Facility; COSTCTR - Facility; EMPLOYEE - Facility
18. CHECKS - inspection checks/procedures
19. SERVHIST - service history
20. SYSTEM - user system file/passwords/data locations/flags/locks
21. CLOSETRX - closing data-usually temporary
22. RPMON - monthly report data - usually temporary use data file
*27. CATEGORY - project categories in WORKORD, ITEM
*key changes will not be made in these LINKED files. It is assumed that these keys will not be changed once they are used.
Revised: 08/29/2002
Files (top)
Overview:
There are several files maintained in the mPro3 system. This is a list of the files.
Note: If you do not see the file in the 'File' column, look in the 'File Name' column.
| File |
Description |
File Name |
| Areas |
Specific rooms and locations. |
area.dbf |
| Audit trail |
Records additions or changes to DB files. |
Audit.dbf |
| Classifications |
Types of equipment & areas. |
class.dbf |
| Closings |
Used for closings of Repair and Inspections. |
closetrx.dbf |
| Contracts |
Specific outside arrangements. |
contract.dbf |
| Cost centers/departments |
Centers charged. |
costctr.dbf |
| Employee worked and paid hours |
Employee worked and paid hours etc. |
empdetl.dbf |
| Employees |
Personnel record. |
employee.dbf |
| Equipment |
Specific Pieces of equipment. |
equip.dbf |
| Facilities |
Physical description of hospital. |
facility.dbf |
| Inspection procedures |
Inspections procedures or checks. |
checks.dbf |
| Manufacturers and Vendors |
Companies you deal with. |
vendor.dbf |
| Material |
Purchase Information. |
material.dbf |
| Model file of Equipment |
Model file of Equipment. |
model.dbf |
| Parts |
Inventory. |
part.dbf |
| Project Categories |
Project Categories. |
category.dbf |
| Project file |
Ongoing projects. |
project.dbf |
| Project Line Items |
Related to projects. |
projitem.dbf |
| Purchase order |
PO Header. |
po.dbf |
| Purchase order item/transaction |
PO detail. |
poitem.dbf |
| Report Templates |
Report Templates. |
report.dbf |
| Request codes |
Used to make repair entry fast. |
request.dbf |
| Service codes |
Codes for completed work. |
servcode.dbf |
| Service history file |
Repair or Inspection history. |
servhist.dbf |
| Setup file |
Description of your hospital etc. |
setup.dbf |
| Systems |
Electrical, heating, etc. |
system.dbf |
| Trades |
Job classifications. |
trade.dbf |
| User name file |
User names, Access level and passwords. |
users.dbf |
| Work order file |
For repairs and inspections. |
workord.dbf |
Files used in reports:
CLSBOOK.DBF
RPPRDT.DBF
RPPRDU.DBF
RPPRDS.DBF
RECALL.DBF brRPMON.DBF
SCHLOA.DBF
REPEAT.DBF
RPABUSE.DBF
TMPLATE.DBF
TMPSRV.DBF
SC2.DBF
SC3.DBF
SC4.DBF
SC5.DBF
VEN2.DBF
CST2.DBF
DPT2.DBF
RPOPIN.DBF
RPWODPT.DBF
BLK.DBF
UCMON.DBF
FIELDNM.DBF
Utility files:
FILE.DBF
FILESPEC.DBF
Help files:
ORGHELP.DBF
ORGHELP2.DBF
Other data files:
PMCLO.DBF
WRKREQ.DBF
BADKEY.DBF
EMP2.DBF
Revised: 03/31/2008
Fixtures (top)
See Classifications/types of equipment.
Revised: 08/28/2009
Glossary (top)
ALPHANUMERIC - An order which puts items in order by ASCII code. This is basically numbers first and then characters. These items are in alphanumeric order: {1, 3, 662, 1075, 1233D, 4SS, AARD, BAD, etc.} Notice that numbers with letters are treated as characters, where the first character read determines the order. Alphanumeric entries are left justified.
ANTECEDENT - A process that comes before another process.
AREA CLASS FILE - General types of areas.
AREA FILE - Specific rooms and locations.
AUTOPROMPT - When you enter data or a work order, you will need to enter the information such as Vendor or Trade by using the key for the desired entry. Auto prompt is a means of finding the key if you don't remember it. It is explained in the data entry section.
BILLING BY MONTH - The work order file has an option to bill the accumulated costs on a work order each month. Otherwise, the total cost is billed when the work order is complete or as it is closed.
BUILDING FILE - Physical description of hospital
CHARGE RATES - In the trade and employee files, up to 3 rates can be entered to be charged against cost centers or as an account of expenditures. Options for this field are listed in the trade file chapter.
CHECK - A specific step involved on an inspection of a particular class of equipment or area.
CHECK LIST - A page provided for each data file which lists all the information required for entry of a record. The lists contains a blank space to write down the entries. These can be copied to make data collection easier.
CLASS - A name that describes a group or type of equipment or area with the same Inspection procedures and other information. Each piece of equipment (or area) entered into the system is entered as a class rather than a description. The operator selects the key for the correct class.
CLASSIFICATION - see CLASS.
CLEARING YEAR-TO-DATE TOTALS - Many of the data files maintain year-to-date costs of materials and labor. These figures need to be cleared (reset to zero) at the end of the fiscal year, after all work has been closed and the final monthly report run.
CLEARING WORK ORDERS - Purging the work order file of all work orders that have been closed 60 days.
CONSEQUENT - A process that comes after another process.
CONTRACTS - Service performed by outside vendors under contract is treated differently by the system.
CONTROL# - Equipment or Area tag#.
COST CENTER FILE - Records of departments and cost centers.
COST CENTER REPORT - The cost center report is a summary of all work orders closed in the reported month. It should be run at the end of the month after closings have been completed or within the first few days of the following month before new closings are made.
CLOSING WORK ORDERS - Entering information about a completed or partially completed work order. Closing a Work Order adds the information to the equipment history, and updates totals in all files related to that item. The work order will remain in the work order file for 60 days after the last closing. Work Orders closed more than 60 days will be deleted when you run "28. Clear Order file". This allows a reasonable amount of time to close more work to the work order. If it is going to be open longer, mark the work order for billing by month.
CONTRACT FILE - Specific outside arrangements.
CTRL+ALT+DEL - A method of rebooting (booting) by simultaneously pressing the combination of keys, Ctrl + Alt + Del.
CURSOR - The little light on your screen that indicates the prompt you are entering. See also PROMPT.
DATA FILE - A database or file that contains records, for example the equipment file contains records that hold information about various equipment.
DEFAULT - When answering any prompt, the answer that is used when you only press Enter. Usually the default answer will be displayed on the screen after Enter is pressed. In the equipment and area, This is often used to repeat the same answer as the previous item.
DELETE MODE - Used in the data and work order files to delete records. It is important to verify that a record is not in use before deleting it. For example, an equipment record should not be deleted if there are any work orders for the item in the work order file.
DISK DRIVE - A device on which the programs and data are stored.
DRAWING REFERENCE NUMBER - If schematics or diagrams are kept for an area or piece of equipment, the location of those materials can be stored in this field.
EQUIPMENT AND FIXTURE CLASS FILE - Types of equipment and fixtures. See also CLASS.
EMPLOYEE FILE - Personnel record.
ENTER - written this way it means to press the "Enter" key. This will be a "Return" key on PC/XT style keyboards. Sometimes "Enter" and "Return" are used interchangeably in this manual.
ESC - The escape key. Depending on the application, the key may be pressed at any time to get out of any function.
ESTIMATED LIFE - The number of months an item is expected to be useful. This field is in the equipment class file.
EXERCISING THE DATAWAND BATTERY - It is necessary to run a rechargeable battery all the way down and then recharge it. This does not need to be done every time, but should be done a few times each month to extend the batteries life and ability to store a charge.
EXTENSION - Used to refer to a telephone extension.
FIELDS - In a file, records are organized in rows and columns. A field is a synonym for a column that contains a value for a record, or a single item of information in a row. Example: In the Equipment file, some fields are: control#, model#, serial #.
FILE - A group of records. The information may be the same as would be stored in a physical file, yet the information in a computer file is not necessarily kept in order. Indexes are used to find the information by record numbers.
FIRE CLASS - The hospital's standard fire codes. This field occurs in a few files.
FLOORS - Standard names should be given to each floor so that they may be used by the program.
FREE INDEX - An indexed field to be used for any purpose you like. The index will allow an alphabetical or numeric sort on this field.
INDEX - A file containing the SORTED version of a file. It is sorted on one field and indicates the alphanumeric order of records containing that field. See also ORDER DATA BY.
Indexing a field allows the system to search the files very rapidly.
An index does not actually put all the records in order. It creates an ordered list of the indexed field with a note of which record is represented. This permits the system to keep only one copy of each file, even if the file is indexed on ten different fields.
INQUIRE MODE - Used in the data and work order files to view records. If the inquire mode is chosen, the cursor will stop at the first field, prompting for the desired record. Some files will let you Inquire on other fields. For example, in the Equipment file records can be located by any of nine fields.
ITEM - Used for areas and/or equipment. This definition is necessary for clarity within this manual. Many functions and statements apply to both.
JUSTIFIED - See RIGHT JUSTIFIED and LEFT JUSTIFIED.
KEY - A six (sometimes longer) character symbol or abbreviation that represents a record. Examples are "SURGER" to represent surgery or "HENDRI" to represent the employee record for James Hendrix. Using the key system, only this key can be used for this employee. Because there is one standard entry per employee, cost center, piece of equipment, etc., many potential errors and problems are avoided and entry time is saved.
It is important to use a standard method when creating Keys. Methods are suggested in the chapter for each data file.
In the equipment file, key also means control#. In the Repair/Inspection file, key also means order#.
LABOR RATES - The hourly labor rates to be used when calculating labor charges. Three levels are entered in the employee file and in the Trade file.
LEFT JUSTIFIED - Field variables that are stored in the left of a field. This usually applies to all non-numeric fields. Justification is significant when fields are compared or sorted. These entries are left justified:
1
662
1075
4SS
AARD
LIST/LISTING - A printout or screen containing information about a selected group of records within a file or all the records in that file. Listings have more detail than directories.
LOCKING FILES - Many files in mPro3 can only be entered by one user at a time. This is necessary to prevent data errors. See also UNLOCKING FILES.
LOGIN SCREEN - The first screen that appears when entering the mPro3. At this screen, you are prompted for a user name and password.
MAP LOCATION - This reference field is often not used. It is for XY coordinates on a hospital map.
MANUFACTURER AND VENDOR FILE - Companies you deal with.
MATERIALS - Materials are any substance other than parts used during service work or inspections. The material file keeps a record of materials used in the engineering department so that projections of material costs can be made.
MIRROR - A Corvus device used to back-up or copy the information on a disk drive to a video tape recorder.
MENU - A list of choices (or actions) from which the user can choose. Also referred to as "pull down".
MODE - Refers to one of the options on the data entry screens. The modes are ADD, DELETE, INQUIRE (view), and CHANGE.
NETWORK - The network is a cable attached to the disk drive extending throughout the working area. All work stations and printer stations are connected to this network.
NEXT WORK ORDER NUMBER - This field in the Setup file holds the number that will be assigned to the next work order created or added. The system automatically numbers work orders, incrementing the number by 1 for each new work order.
NUMBER KEY - Numeric key fields are available as a reference to numbering systems used elsewhere in the hospital.
ORDER DATA BY - Order data by means what order the data will display or print. Usually by key. Other examples are class, cost center, model#, etc. See also INDEX.
ORDER STATUS - This field in the work order file will be filled in with "ACTIVE" when a work order is created and with "CLOSED" when the work order has been closed. It can be changed to record any other status such as "WAITING PARTS".
OVERTIME HOURS - Each work order keeps track of the hours charged at overtime and premium rates. Hours charged at the regular rate are kept in a separate field.
PART FILE - Inventory of parts.
PARTS INVENTORY OPTION - tracks all parts information for the system. The basic form of the Parts program is provided at no additional cost when you purchase the mPro3. An expanded version is available.
PASSWORDS - A string of alpha or numeric or alphanumeric characters assigned to each user and required to log into the main mPro3 System.
PM - Preventive Maintenance/Inspection. Also Scheduled maintenance.
PRINTER NUMBER - This field is used to assign a work order to a given trade. If each trade is a assigned a printer number and all work orders for that trade are assigned to that printer number, each trade can print their work orders from any work station.
PRINTER STATION - Any printer connected to the network.
PROJECT FILE - Ongoing projects and specific jobs. Also used for master work orders.
PROMPT - The little marker that blinks on the screen indicating the field in which you need to make an entry. Prompt is also used in this manual to refer to the question or field itself.
QUICK ENTRY OF SERVICE HISTORY - This function adds to history and accumulates totals in the appropriate files without opening and closing a work order.
RANGE - The beginning and ending limits of desired data. For example "All work orders between 3000 and 4000" or "All departments between A... and ZZZZZZ". Ranges are requested in many reporting and inquiring programs. The appendix "Entering Ranges" is available for complete explanations.
RECORD - The individual group of fields to describe one unit in a file. A file is made up of many records.
REGULAR HOURS - Each work maintains a separate record of the hours paid at a regular pay rate.
REPAIR - unscheduled work/work order
REQUESTED BY - This field on the work order is the name of the person requesting service or the contact person for the cost center in which the item is located.
RESET - To press the reset key or a combination of keys (Ctrl + Alt + Del) to cause the computer to re-boot.
RETURN - Return When you see return written in this manner, it means press the "return" or "enter" key.
RIGHT JUSTIFIED - Field variables that are stored in the right side of a field. This usually applies to all numeric fields. Justification is significant when fields are compared or sorted. These numbers are right justified:
1
662
1075
SAVE - Saving is the process of taking data entered into the temporary memory of the computer (RAM) and storing it somewhere on a more permanent medium (usually the hard drive). Before data is saved, the file is said to be "open".
SCHEDULED WORK ORDER - An inspection work order created by the system (PM's/Inspections).
SECURITY LEVEL - The permissible level of access associated with a password. After determining who will use the program and what functions they will need to use, each user can be assigned a security level.
SERVICE CODES - Individual verbs and nouns used to described action taken on a work order. Codes are used for these statements in order to make them usable by the system.
The service codes which have already been entered are printed on the back of the work order form. It is recommended that service codes are not changed without careful consideration of the need to change work order forms and accumulation of Department totals.
If you are interested in changing the service codes, please let us know.
SERVICE CONTRACTS - See CONTRACTS
SERVICE HISTORY - The history of an individual piece of equipment or area. Each line in the Closing of a work order will be recorded as one line in the service history file.
SERVICE HISTORY DISPLAY - A program that can view service history on screen.
SERVICE STATEMENT - Sometimes called a check. A specific step involved with service on or inspection of a particular class of equipment or area.
SERVICED BY - This field on the work order is automatically filled in with a preferred service provider (equipment file, field 18) or by the appropriate vendor if under warranty or contract. Otherwise, it can be used to assign a technician to the work order.
SETUP - The initial stages of entering data into the system.
SETUP FILE - Description of charges and details of the engineering department. This file should only be accessed by the person responsible for the system.
SCHEDULING - Equipment or area Inspections and preventive maintenance can be scheduled in either of 3 ways. An individual or group of control numbers can be scheduled or an entire class or system can be scheduled.
SYSTEM - A file used to group parts of an actual system such as the parking lots, electrical or heating together. Areas, Equipment and fixtures may be part of this system.
TITLE - This field is only used in the employee file as a reference of the employees title. 20 characters are available.
TRADE - The trade file contains records of each type of trade that is required for hospital maintenance. Each employee is assigned to a trade and the available hours for the trade is determined from the total available hours of each employee in that trade.
TRAVEL TIME - use code 664 for closing for non-accountability clients. use code 1423 for employee travel time. Use code 2008 for vendor travel time
TRADE LEVEL - If an employee's trade key does not specify a level, it can be entered in this field. (Employee file.)
UNLOCKING FILES - Many files in mPro3 can only be entered by one user at a time. This is necessary to prevent data errors. If one of these files is exited in an irregular manner, it will result in leaving the file locked, even though no one is on the system.
This will require security level one. DO NOT use this feature to override the intended purpose of the locking program. All users should return to the menu, before and after running UNLOCK. If this selection is used often, you should call for help.
UNSCHEDULED WORK ORDER - A repair. A work order created by the user.
VENDOR (FILE) - Many places in the manual "Vendor" is used to refer to vendors or manufacturers. A Vendor is the company that sells equipment to the hospital. This may also be the company that repairs the equipment or has it under contract or a supplier.
WINDOWING - The ability to move from one point in a program directly to another program. Used to enter keys for the equipment file. See Appendix "Auto-Prompt and Windowing".
WORK ORDER - A request for work to be performed. This can refer to either an inspection order or a repair order.
WORK ORDER FORM - The mPro3 system is a single form system that uses the same work order form for scheduled inspections and unscheduled service requests. The front of the form has areas to describe the equipment or area and the work to be done in complete detail. The back of the form lists service codes to be used in closing work orders. Another section is to be filled in by the technician or vendor. Please call (858) 272-6176 for ordering information.
WORK ORDER NUMBER - The system assigns a work order number to all work orders as they are printed and all work orders are tracked by the system. To avoid lost or incomplete work orders, all work orders numbers must be closed with a logical statement.
ORDER TYPE - This field in the work order file can be used to categorize types of work orders.
WORK STATION - A work station is a micro-computer connected to the network.
YTD - Year to Date
YEAR-TO-DATE COSTS - The accumulated cost of material or labor is maintained by the program in most of the data files.
Revised: 12/13/1999
Graphing (top)
Use
To use Excel to graph data do the following:
Example:
Let's say you just ran the monthly report. One of the last pages prints a list of all the cost centers/departments with various totals.
The monthly report creates a database table with these numbers.
Let's graph the repair labor and material.
Click on the excel link once the report has been completed. This will open up Microsoft Excel with all the records from the report.
Delete unnecessary columns: Click on the letter of the column, then Edit, Delete, Entire column. For our example, delete the MNUMKEY, MRT column, and all the columns to the right of MRM.
Create your graph: Click on Insert, Chart, and follow the Chart Wizard prompts. (Note: Step 4 of the chart wizard asks where to place the chart -you may want to choose "As new sheet". This will put the chart on a separate page and make formatting & printing easier.)
You then select the field you desire and what type of graph, etc.
Revised: 08/11/2000
Groups (top)
See User Groups -and- User File And Security sections of this manual for details.
Revised: 08/27/2014
Help (top)
Path:
Black 'Help' in the quick link, header menu
Overview:
mPro3 offers an online help system. This document is continually updated so printing is not recommended
Table of Contents:
The first few topics are NOT alphabetical .
- Introduction - Reviews format of the help file, Terminology, Drop down menus etc.
- Internet Explorer Settings - Reviews different Internet Explorer settings.
- Keys - Explains the concepts of Keys how to setup and use.
- Quick Overview - Quick overview of files and their setup/structure.
- Frequently Asked Questions - Addresses some of the processes used once in a while, but are always used.
- Did You Know? - After you have used the system for a while, this section offers some refresher tips.
- Reports Frequency / Objective - Quick Review - Provides a quick breakdown of reports available, their use and suggested frequency.
All other topics are listed alphabetically generally matching the menu option text.
In some instances, we have created a General Section - This section reviews all the details when dealing with a general concept
Example:
Inspections (General Information).
We review all the details when dealing with a general concept such as inspections (Schedule Inspections, Create Inspections, Print Inspections etc.).
For further assistance please call (858) 272-6176 Monday - Friday 8am to 5pm PT. or fax at (858) 272-6254
Email: support@mayercs.com - - - http://www.mayercs.com
Revised: 09/01/2009
Hourly Support (top)
Mayer Computer Services agrees to provide support* for the mPro3 - Medical & Maintenance Management System and related program modules and custom packages. Support of other software packages, hardware, and any other additional items are not explicitly covered by this contract. Mayer Computer Services goal is to help in any way to give you an effective and low cost equipment management system. With this in mind, support may be given on other than the management system to keep your operation running at peak performance.
Support is provided via telephone Monday through Friday 8:00 AM to 5:00 PM pacific time and is billed to your hourly support contract. Support contracts may be purchased for any number of hours. Generally 90% of support calls are handled immediately with the balance handled within 24 hours. Support is used in 5 minute increments.
On site support and training is available at an additional cost. Mayer Computer Services goal is to help in any way to give you an effective
and low cost equipment management system. With this in mind, support may be given on other than the management system to keep your
operation running at peak performance and this may not be covered under this contract.
The best support is provided when the client is willing to work with the support staff.
*Support may consist of training on various modules of the program, handling of data problems, questions regarding procedures to follow, or general guidelines on how to set up your database. Exceptions to this agreement include, but are not limited to, custom reporting, on-site
training, network issues, and support of other software packages, hardware, and any other additional items/services to keep your
operation running at peak performance.
mPro3 is a trademark of Mayer Computer Services.
In Service Report (top)
Path:
Special Reports > In Service Report
Overview:
Report is based on:
Use Error (QA category 11)
In-Service (QA category 13), Service Codes 1300,1301,1302 and greater than 1311.
Report displays one page per department:
The person who requested the repair is listed as the person who received the training.
The employee who performed the work is listed as the person who provided the training.
Any 'Notes' recorded when closing using the 1300 code are also printed.
See Use Error procedure for documenting In Service work.
Revised: 06/05/2017
Inactivate (Delete)/Activate (Recall) a record (top)
Path:
All major files in the show screen
Overview:
Archive was a term used in mPro3 for windows, we use the term inactivate (delete) in mPro3 online. mPro3 Online does not delete a record from the database it's inactivated.
Various types of files can be inactivated/activated i.e. Equipment, Class, Vendor, Work order etc.
This process is done in the record 'Show Screen' using the Delete or Recall push-button.
There are 3 ways to inactivate 'Equipment' record(s).
- In the show screen of the Equipment record - click the delete push-button.
- Equipment to be Archived (deleted) report - See section in this manual for details.
- Equipment To Be Archived - Automatic Process - using service codes - See section in this manual for details.
There are 2 ways to inactivate a work order record(s).
- In the show screen of the Repair file - click the delete push-button.
- Use the 'Remove or Assign Work Orders' option located under utilities - This menu allows inactivation of work orders by work order number range with QA category
There is one way to inactivate other records.
- In the show screen of the file - delete push-button.
Flags And/Or Security Settings:
User must have the privilege setting of 4 or above on the associated file to inactivate/reactivate a record. Modify these privileges in the User file.
Miscellaneous:
- CLASS FILE:
- If you delete a class, the system deletes all inspection checks associated with that class.
- If you un-delete the class, the system automatically un-deletes all checks associated with that class
- DELETE / INACTIVATE A CHECK:
- DO NOT DELETE ANY CHECKS! Deleting a check/procedure will cause problems when printing historical information.
- Be aware if you inactivate (delete) a check and need to print a past PM, the check portion will not print.
- When deleting a check verify it is not scheduled for areas or equipment that are attached to the checks class.
Example:
If you have 2 procedures a yearly and semi-annual for 1 trade and then decide you don't want the semi-annual anymore.
Zero out the cycle week first for all applicable areas or equipment and then inactivate the check.
Process Flow:
Example Equipment:
Inactivate In The Equipment file:
- In the equipment file, enter a control number and click find > Click the +/edit on the Select Screen >
- In the upper section of the show screen you will see a Delete push-button (If no button appears and you have the appropriate privileges, there are 'Open' work orders. Close or Inactivate those work orders, as appropriate.
- Access the equipment control number and the Delete push-button will appear > Click the delete push-button the system will respond 'If you really wish to make this record inactive, press Delete again' > Click delete again.
- To reactivate click the recall push-button
----------
Inactivate using code 1429/1649:
- Enter a closing as usual and enter 1429 (repair) / 1649 (PM) to automatically inactivate a piece of equipment.
The code must be entered in the first place 'Action' box.
----------
Reactivate / Recall equipment using service code 1812:
- Go to Add and Close orders
- Enter the control number and mark the checkbox 'Recall Equipment if Deleted'
- Click continue
- Continue the add and close using service code 1812'
- After this is done the count will appear on the Monthly Report under 'NEW EQUIPMENT ADDED TO INVENTORY'
Example Class:
- See miscellaneous section above for Inspection Check Inactivation.
- Go to Look up tables > Classification > Enter the Key > Click on the +/edit >
- Verify there are no Areas or Equipment related to this class by clicking on the 'Display Areas' and 'Display Equipment' push-buttons.
- Click the delete push-button the system will respond 'If you really wish to make this record inactive, press Delete again' > Click delete again.
- To reactivate click the recall push-button
Example Repair/Inspection Orders - Small Range:
- Via 'Repair' quick link, at the top of the screen - For a small range:
- Put in order range
- Uncheck the show active only
- Click find
- Click +/edit to go to the first work order to delete
- Click delete
- Click delete (again)
- Click next
- Etc.
Via Utilities 'Remove or Assign Work Orders menu option - For a large range:
Notes:
- Order numbers must be consecutive and in the same QA category.
- Re-verify your range since there is no 'undo' option.
- Enter Work Order Beginning and Ending range.
If the ending range is blank, the system assumes there is 1 order.
- Enter the QA category for the work order(s)
- Click the Remove push-button.
Revised: 11/21/2018
Incoming Inspections (top)
See Create Incoming Inspections in this manual.
Revised: 09/10/2015
Inspection Aging (Report) (top)
Path:
Inspections > Reports > Inspection Aging
Overview:
The Inspection Aging (Report) allows the user to identify past due Inspections based on a period range defined by the user.
- Columns must have increasing # of days.
- Both starting and ending parameters must be set to process criteria.
Revised: 10/24/2011
Inspection Checks / Procedures (top)
Path:
Inspections > Inspection Checks
New Record > Select Inspection Checks from the drop down menu
Checks and Add Checks push-buttons in the Classification File
Checks push-button in the Equipment File
Overview:
For each class, Inspection checks (procedures) are entered in the Inspection Checks file.
The check (procedure) you enter in this file will appear on the PM when it is printed.
In addition if you add a Word/Excel or PDF attachment, you have the option to print.
PRINTING:
You can print checks (procedures) via these paths:
- Lists > Class Book > Create Report
- Lists > Inspection Checks Listing
BACKGROUND:
CLASS:
- A Class is required to link the Checks file to the Equipment / Area files where they are scheduled with a cycle week.
- An Inspection Procedure must be entered for each trade entered in the Classification file. This is for equipment and area
inspections.
TRADE:
- The trades entered into the CLASS file (displayed in the lower right corner of the screen) link to a corresponding check in the checks file.
- The first trade entered in the CLASS file will come up when adding a check.
DELETE / INACTIVATE A CHECK:
- DO NOT DELETE ANY CHECKS! Deleting a check/procedure will cause problems when printing historical information.
- Be aware if you inactivate (delete) a check and need to print a past PM, the check portion will not print.
- When deleting a check verify it is not scheduled for areas or equipment that are attached to the checks class.
Example:
If you have 2 procedures a yearly and semi-annual for 1 trade and then decide you don't want the semi-annual anymore.
Zero out the cycle week first for all applicable areas or equipment and then inactivate the check.
Miscellaneous:
NUMBER OF CHECKS WITH ASSOCIATED TRADES - CLASS/CHECKS FILES:
The system allows for 6 trades with 7 checks for each class.
The equipment screen displays 4 because of space limitations and the area file shows 3.
CANCEL/SUSPEND INSPECTION FOR ALL OR SOME ITEMS IN A CLASS:
To cancel / suspend a check/procedure, change the Cycle Week to 0. This allows you to leave the check in the system without actually deleting. You can do this in the equipment / area file or use the Schedule Inspections or Schedule Inspections by Control menu options.
INTERVALS / WEEKS:
Process Flow:
VERIFY ENTRIES BY USING:
Class Book
Inspection Checks Listing
If you change the interval or start/end week, the next inspection dates need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
Access through the Class file - New Check for a New Class
- While in the Class screen, click on the 'Add Checks' push-button.
- Enter the Interval, Time and Checks etc.
- Click Save
- If you want to enter another Check, click the New push-button
- Select the Class from the drop down, pay special attention to the Class Key.
- Select the appropriate trade, Interval etc.
- Click save.
- Continue entering until all your Trades / Checks (Procedures) are complete.
Access through the Class file - Adding / Modifying a Check where checks already exist
Use the Prior and Next push-buttons in the checks file
- While in the Class screen, click on the 'Checks' push-button.
- Verify the trade for the check you are going to add is listed in the dropdown. If it doesn't add it.
- You are now going to use the Prior and Next push-buttons to see what checks currently exist for the class you are working on.
- Pay special attention to the Class Key and click the Prior push-button, If the class Key changes it means there are NO checks prior. If it's the same take note of the interval and trade, and keep clicking the Prior push-button until the Class Key changes.
- Click the Next push-button, until return you to where you started.
- Click the Next push-button again, check the class key, do the same until the class key changes.
- Modify the checks as appropriate.
- If you need to add, click new, verify the Class Key, enter details and click Save.
Direct Access to the Inspection Checks file:
- Path: Inspections > Inspection Checks > Enter Key > Click Find > Click +/Edit >
- Make modifications if necessary.
- Click New if you need to create a Inspection Check record.
Check List:
Class ___________________________
Trade ___________________________
Interval (in weeks) __________________
Time ____________________________
Checks / Procedures
1.__________________________________________________________________________
2.__________________________________________________________________________
3.__________________________________________________________________________
Document____________________________________________________________________
Part Number ____________
Get Part ________________
Quantity ________________
Cost ___________________
Start Week ______________
End Week _______________
Revision Date ____/____/________
Check Type ______________
Field Descriptions:
CLASS - Select the appropriate class from the drop down menu.
TRADE - Select the appropriate Trade from the drop down menu.
Note: Verify a trade is selected, otherwise the inspection interval will not appear in the equipment file.
INTERVAL - Select the appropriate Interval from the drop down menu.
- See available intervals in the Miscellaneous section above in this manual.
- The interval of 'No Standard' is used with the model file.
- If you change the interval or start/end week, the next inspection dates need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
MFG INTERVAL - Is a referenced field only. If not using the suggested manufacturer interval please state why.
TIME - Enter the time (in minutes) normally required to complete the checks. This time will automatically populate when technician closes a work order, and can be overwritten. Time must be greater than zero for equipment to appear on the Inspection Load report.
CHECKS - Concisely describe the procedure/check to be performed.
- Column spacing is ignored on all reports and work order forms. Text will be compressed to the left and extra spacing is ignored.
- Up to eighteen lines of procedures fit on an inspection form (preprinted or plain paper). Multiple forms are used for additional procedures over that number.
- If you use Full Screen Checks - Click Save if you have made any changes, prior to and after using this feature.
- Use the 'Full Screen Checks' button to see how many lines you use and to get an idea of character spacing.
- When using the Screen Checks push-button, a 98 character window displays.
DOCUMENT - Add any supporting documentation for inspection checks.
- To add multiple documents click save after each attachment.
- See 'Attach Files' section in this manual for more details.
---------------------------------------- ---------------------------------------- ----------------------------------------
PART NUMBER - The parts number must already exist in the Parts file.
- Enter the part number in the box to the left of the Get Part push-button.
- Click the Get Part push-button.
- Select the part number from the drop down menu.
- For each trade entered, you may specify parts and quantities.
- See Inspection Parts (General Information) for associated details.
QUANTITY - Enter the number of this part needed to perform the operation.
- You may need multiple screens to list all the parts needed for an inspection. It is not necessary to enter procedures on all screens.
- To have inspection parts charged to the inspection when closing, set the flag in the Setup file "Inspection parts charged to inspection".
- To have inventory deducted from the PARTS File, set the flag "Inspection parts deducted from inventory".
COST - System populated field.
---------------------------------------- ---------------------------------------- ----------------------------------------
SEASONAL INSPECTIONS
- For seasonal inspections use start and end week otherwise leave as 1 and 52.
- To schedule seasonal inspections, enter the week to begin the inspections and the week to end the inspections.
- If you change the interval or start/end week, the next inspection dates need to be recalculated using the 'set next inspection' utility, located in the Retotal Programs menu option.
Examples:
- In the summer, swamp coolers may need a weekly service, while during other seasons they need no service.
- Roof drains need to be de-iced in the winter season. In this example the user can enter the start week as 48 and the end week of 8.
START WEEK - The default is week 1 (1st week of January). Inspections will only create after this week. Enter any week 1 through 52.
END WEEK - The default is week 52 (last week of December). Inspections will only create after this week. Enter any week 1 through 52.
REVISION DATE - Date data was revised. This date needs to be manually entered by the user.
CHECK TYPE - User defined, 4 character numeric field. Appears on the Work Order 'Inspection Type field'.
CLASS TYPE - Enter See class file for common definitions
Push-button/Check Box/Links:
TOP / PRIOR / NEXT / LAST - Push-button - Click to scroll through records in the database.
FULL SCREEN CHECKS - Push-button - Click to go into full screen mode.
If you made changes on the main screen, click 'Save' before clicking the 'Full Screen Checks' push-button.
When you exit Full Screen checks - and you have made changes, click the save push-button.
Note: An extra save is not required when returning to the main screen if no other changes have been made.
CLASS - Push-button - Click and system will forward the user to the Classification file.
BROWSE - Push-button - Click on the browse button to browse your computers directories to find a file you wish to attach.
Notes:
If you have a picture it will appear in the PM form. Word, Excel and PDF files will appear as a links.
Printing linked documents only works in IE6. When printing, select the 'Options' tab on the Internet Explorer Print dialog box. Check mark 'Print all linked documents' check box.
GET PART - Push-button - Enter the part number in the box to the left of the push-button, click the push-button and the system will put the part in the Part Number drop down menu.
Revised: 03/13/2018
Inspection Parts (General Information) (top)
Overview:
This section covers how parts relate to the Inspection process.
mPro3 can automatically charge parts to inspections. Use this feature for replacing filters, or any other part that you routinely replace. To
use this feature, you will need to set flags in the setup file. See Flags and Security Settings below.
See Parts General Information section for associated information on parts.
Process Flow:
- Enter parts & inventory into the Parts file.
- Enter parts & quantities in the Inspection Checks file.
- To see parts requirements for a given period of time, run Equipment or Area Schedule Load Report - Parts Requirements. This can be used update the committed field of the parts file so that a reorder report can be issued.
- Run the re-order report and set the stock on order if you are going to use the parts system.
- Receive the stock using the parts inventory program to decrement stock on order and update stock on hand.
- Close inspections. The stock on hand and committed will be decreased. The cost of parts can be billed to the inspection and appropriate Year-to-date values updated.
Flags and Security Settings:
F011 - Inspection parts deducted from inventory (To have inventory deducted from the PARTS File) - Note: Parts are automatically deducted on repair orders by default.
F012 - Inspection parts charged to inspection (To have inspection parts charged to the inspection when closing)
Revised: 02/03/2017
Inspection Procedures (top)
See Inspection Checks / Procedures section of this manual.
Revised: 05/07/2010
Inspection Quality Assurance Report (top)
Path:
Accountability Reports > Inspection Quality Assurance
*54
Overview:
This report produces gross number or hour productivity for technicians, trades, cost centers, and classifications for all schedule work categories over a time period (usually a month).
Miscellaneous:
- Data from service history file-based on QA category.
- Area report includes equipment.
- Data from service history:
- Completed Average Minutes comes from service time
- Estimated Time comes from standard time
Push-button/Check Box/Links:
PRINT WHICH REPORT COUNT - Check Box - Select to create report by count.
PRINT WHICH REPORT HOURS - Check Box - Select to create report by hours.
EXCLUDE CLASES WITH MULTIPLE INTERVALS - Check Box - Report will exclude classes with Multiple Intervals
SET NEW INSPECTION TIMES - Push button - Set inspection times, Located in the Inspection Checks file.
Reports/Lists:
Various reports are available select in the 'Print which report(s)'' drop down menu.
Revised: 07/10/2017
Inspection Reports (Worksheet) (top)
Path:
a. Inspections > Inspection Reports (*229 or *IR)
b. Inspections > Create Area Inspections > Inspection Reports Push-button
Overview:
There are two main purposes for this program:
First, it provides an aging sheet for inspections. This will let you find the oldest inspections in the system and find out why they were not closed. The job may have been shelved, it may be awaiting parts, or maybe it's complete, but the paperwork hasn't been closed. In any case the appropriate action needs to be taken. Closing statements can be used to record the progress in the status field of the work order.
The second purpose of this report is to provide a work sheet for tracking completed inspections or to do the inspections directly from the worksheet without printing individual inspection forms.
Note: The 'Trade' that appears on the PM Form/Reports is the Trade of the Employee assigned to the work order.
Process Flow:
Fill in the appropriate parameters in the fields provided.
- WITH PAGE BREAKS - Select when you wish the printed report to have page breaks.
- PRINT INSPECTION PROCEDURES AFTER REPORT - Select when you wish to have Inspection procedures printed after the report.
- USE INSPECTION TRADE INSTEAD OF EMPLOYEE TRADE - 1. On page 2 the Trade field will show Inspection Trade rather than Employee Trade. 2.
The report will display Inspection Trade.
- LIFE SUPPORT ONLY - Report only life support items. The function field has to have '10' that signifies Life Support.
- PRINT PARAMETERS - Print a page listing the parameter used to create report. (Helpful when you print or send a report so you know what
parameters were used to create it.
- MARK AS PRINTED - The system will mark the work order as printed
- PRINT COVER LETTER ON INSPECTIONS CLOSED REPORT (CLOSED OPTION ONLY; FOR 1 DEPARTMENT OR COST CENTER; AND MAKES A COPY)
- PRINT BAR CODE (ON INSPECTION WORKSHEET EQUIPMENT)(PARAMETER WILL NOT SAVE IN TEMPLATE)
- CREATE AND EMAIL REPORT FOR EACH DEPARTMENT OR COST CENTER; OPTIONAL GLOBAL COPY (INSPECTIONS CLOSED REPORT ONLY) - The system will automatically email in the background.
- WITH MODEL NOTES (INSPECTION WORKSHEET EQUIPMENT ONLY)- Model notes will appear on output.
- CREATE AND EMAIL REPORT FOR EACH EMPLOYEE (INSPECTION WORKSHEET EQUIPMENT REPORT ONLY)(REPORT TITLE USED FOR EMAIL SUBJECT) - The system will automatically email in the background.
Reports:
There are five report formats available:
1. Inspection Worksheet - This worksheet provides a list so user may do the inspections directly from the worksheet without printing individual inspection forms. This worksheet includes both areas and equipment.
2. Inspection Worksheet Equipment - This worksheet should only be used for equipment. This is a multi-line report providing more information.
3. Inspection Worksheet Landscape - This worksheet should only be used for equipment. This worksheet provides a list of equipment that has to be inspected. Make sure page setup is Landscape.
4. Inspection Report Landscape - This is a one-line report. Make sure page setup is Landscape.
5. Inspections Closed - This is a multi-line report that shows Service History (if any) for Closed inspections.
Items not included on Report:
Changing cost center, department, vendor, manufacturer, and/or classification keys on a piece of equipment will not change repair/inspection orders or service history.
Changing inspection intervals or trades in the classification file or changing the cycle week in the equipment file will cause the old inspection forms to omit inspection procedures if they are reprinted.
Note: Use Inspection
Worksheet to view all inspections including missing inspections from Inspection Worksheet Equipment or Inspection Worksheet Landscape.
Report Templates:
Templates are used to save the parameters for reports you run most often.
Create a new Template:
Enter the various data parameters on pages 1 & 2, then enter a Template name (One that identifies the purpose of the report).
Click the Save Report Template push-button on the page two.
Use a saved Template:
On window 1 select the appropriate template from the Report Parameters drop down menu. Click the Select push-button and the template defined parameters will populate. Make
any changes necessary (i.e. date), then click the Create Report push-button.
Delete Template:
On window 1 select the appropriate template from the Report Parameters drop down menu. Click the Select push-button and the template
defined parameters will be populated.
Modify Template:
Templates cannot be modified.
Push-button / Links:
CREATE REPORT - Push-button - Click this push-button to create report
PAGE 2 - Push-button - Click this push-button to modify more search criteria
SELECT - Push-button - Click this push-button to select template
DELETE TEMPLATE - Push-button - Click this push-button to delete displayed template.
LINKS - Click the link to view report
Revised: 12/17/2014
Inspections (General Information) (top)
Overview:
Inspections can be created for equipment or areas and are usually created for a range of weeks that covers one month.
Inspections are created based on:
1. Inspection procedures - See the Inspection Procedures section of this document.
2. Week of greatest inspection in equipment or area file.
Inspections are created regardless if there is an open inspection out there for that same piece of equipment.
Warranty inspections are generated based on the date range selected. You can get multiple warranty inspections if you generate weekly inspections and request
warranties every week. Only request warranties the first week of the month if you generate weekly inspections.
Warnings:
- If you create inspections and get an error, do not create inspections again. This will cause system problems.
Contact Mayer Computer Services for assistance.
- When creating multiple batches of PMs, please wait for the batch to complete printing before clicking the 'Create Forms' push-button for the next batch.
Menu Options:
Inspections
Create Area Inspections
Create Equipment Inspections
Inspection Checks
Inspection/Repair Orders
Inspection Reports
MedTester
Print Inspection Forms
Reports
Department Summary
Equipment to be Archived
Inspection Aging
Inspections Attempted
Inspections Reactivated
Missed Inspections
Out of Cycle Report
Scheduling & Load Reports
Area Inspection Load
Equipment Inspection Interval
Equipment Inspection Load
Schedule Inspections
Schedule Inspections by Control
What Equipment is Due for PM
What Area is Due for PM
Close Inspections
Close Orders
Close Multiple Orders
Close Range of Orders
Note: See individual sections for detailed information.
Miscellaneous:
Review the 'Calendar Weeks' section in this manual for week standards.
See 'Cycle Weeks And Monthly PM's' section for details on Cycle Weeks calculations.
If you close an inspection with a 1700 service code (Equipment Not Located), that inspection will be marked as missed in the equipment file.
If a PM is printed the history shows it was not located.
Most inspection windows display a week to month conversion chart.
WEEK TO MONTH CONVERSION CHART
Start / End
Month / Weeks
Jan 1 - 4
Feb 5 - 8
Mar 9 - 13
Apr 14 - 17
May 18 - 21
Jun 22 - 26
Jul 27 - 30
Aug 31 - 34
Sep 35 - 39
Oct 40 - 43
Nov 44 - 47
Dec 48 - 52
Reports:
See above, Menu Options.
Revised: 03/25/2008
Inspections Attempted (top)
Path:
Inspections > Reports > Inspections Attempted
Overview:
Generally run for a month, 3 months back.
Example: it is now May 1st. Run report for February.
All QA category 7 inspections appear on report.
If you have the flag F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing; On (Active) - in the setup file, the following happens:
- When there is an inspection that was never closed because the unit was unavailable, Close the inspection with QA category 7 and the appropriate service code. Do not put any time.
- The Inspections Attempted Report keys in on the QA Category 7 for the record to appear on the report.
- When the equipment is found, close the old inspection as 'Completed' using the appropriate Service Code and QA Category 6.
- Service history will show 2 entries showing the inspection was completed.
- When the final closing is complete (QA Category 6), the entry will no longer appear on the report.
Or ~~~~~~~~~~~~~~~~~~~~~~~~
If you have the flag F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing; Off (Inactive) - in the setup file, the following happens:
- When you run into an inspection that was never closed and it was probably because the unit was unavailable, close the old inspection with QA category 7 and the appropriate service code with the last day of the month that the inspection was generated for.
- Then close out that old inspection as completed using whatever code you are using to close out the inspection you are currently doing (do not put in any time). Use today's date or whatever date you actually did the inspection on. This way the old inspection gets closed out and old reports will run properly. The service history will show 2 entries for different order numbers but the same date showing the inspection was completed. That's ok. All reporting will be correct.
Flags And/Or Security Settings:
F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing
Miscellaneous:
If you get an error "Too many records to process", run the report by department as a work around.
We are currently working on the code to correct this issue.
If you close an inspection with a 1700 service code (Equipment Not Located), that inspection will be marked as missed in the equipment file.
If a PM is printed the history shows it was not located.
Revised: 08/29/2012
Inspections Completed Early Report (top)
* This section is being revised for changes made to the software. *
Select Display Data
Select Repair/inspection order list
On the first line of the "Specify criteria" area, select "WORKORD.DATE_RECEIVED"
Then in the value column, put in the date the inspections were created.
Now change the "Database" to "EQUIP" (top left area)
On the second line of the "Specify criteria" area, select "EQUIP.LASTINS"
Select "="
Then in the value column, put in the first day of the previous month.
Select "Print"
c:\my documents\mpro3\training\print previous completed inspections.doc
shows a screen print of the selection
Revised: 04/05/2001
Inspections Reactivated (top)
Path:
Inspections > Reports > Inspections Reactivated
Overview:
This option is used to reactivate (Un-delete) equipment that has been inactivated (deleted). The free index field in the equipment file must contain the word REACT (upper case). The report will key off the free index field and recognize that control number. When the user check marks the 'Reactivate now' check box and clicks create report, the control number(s), listed on the report will be reactivated.
Miscellaneous
The free index field in the equipment file must contain the word REACT (upper case).
Process Flow:
1. Enter your search criteria and click the 'Create Report' push-button.
2. Review the report
3. Re-verify your search criteria, then check mark the 'Reactivate now' check box and click the 'Create Report' push-button. The system will Reactivate the equipment that appeared on the report in step 2.
Note: The Free Index field in the control number will now be populated with the Department key.
Revised: 03/13/2009
Install The Latest Version Of mPro3 (top)
See 'Update Website' section of this manual.
Revised: 08/06/2007
Internet Explorer / Firefox etc. settings (Browser/Platforms) (top)
Overview:
mPro3 is essentially compatible with any Windows, Android, or iOS device.
Achieving 100% cross-browser compatible Web applications is practically impossible and sometimes adjustments are required when a fresh new browser version appears. mPro3 is designed to be compatible with multiple browsers and platforms, despite their technological differences.
To ensure compatibility, we test our application on various browser versions and platform combinations.
Developers make every effort to resolve all issues. We document in our online manual and give solutions to issues that cannot be resolved within a particular browser/platform.
Notes: 04/05/2017
- Safari works best on the iPhones
- IE 10+ works best on windows phones
- iPad mini 2 with iOS 8, run the Mercury browser instead of Safari or Chrome
- IE should be 9 or greater; lower versions will work with 95% of capabilities (some dashboards and assisted search functions do not work)
- Firefox and IE10 ,11 seem to work well on all computers/notebooks/laptops
- There are many browsers for Android phones all seem to work
Known Issues:
== == == == == == == == == == == == == Resolutions == == == == == == == == == == == == == == == ==
- IE - Emailing Excel Worksheets:
(top)
-
When you click on an Excel link in Internet Explorer and its opens, this file not really in Excel but an Internet Explorer version of the file.
If you email it, the recipient will see that it is improperly spaced.
- When you click on an Excel file in IE and want to email it,
- Save it in a folder.
- Then go to that folder
- Right click, Send to, Mail Recipient
- This is not true with HTML reports.
- You can force Internet Explorer to open the documents with the original application by changing the file type association in Windows Explorer (not Internet Explorer).
- XP:
From the XP Windows Explorer menu (Not Internet Explorer) select Tools > Folder Options > File Types tab > Select XLS from the list > Click Advanced > Uncheck "Browse in same window".
- Vista:
This is not an issue - the excel automatically opens in the Excel Program
---------------------------------------- ----------------------------------------
- IE 6/7 - Reuse windows setting:
(top)
- When the "Reuse windows for launching shortcuts (when tabbed browsing is off)" flag is checked, all Internet Explorer shortcuts will use the same window.
This flag is located in Tools > Internet Options > Advanced Tab > Browsing section
---------------------------------------- ----------------------------------------
- IE 7 - Passwords settings:
(top)
- To turn off prompt to save passwords in Internet Explorer 7.0:
- In Internet Explorer, Select "Tools"
- Select "Internet Options"
- Open the "Content" tab
- In the AutoComplete section click the Settings push-button
- Uncheck 'User name and passwords on forms' and 'Prompt me to save password'
- To delete AutoComplete History and Clear Out Passwords for sites previously visited in Internet Explorer 7.0 perform the following two processes:
- Delete Form Data using the Delete forms push-button
- Delete Passwords using the Delete passwords push-button
- In Internet Explorer, Select 'Tools'
- Select 'Internet Options'.
- Click on the 'General' tab.
- In the 'Browsing history' area click the "Delete..." button, the 'Delete Browsing History' window will now appear.
- In the Forms Data section - click 'Delete forms' push-button and then click 'Yes'
- In the Passwords section - Click 'Delete passwords...' push-button and then click 'Yes'
- Close the Internet Explorer 7.0 window and re-open.
Note 1:
The AutoComplete feature in Internet Explorer can save Web addresses, form data, and access credentials such as usernames and passwords. This information will then be automatically entered every time you visit the site again.
The issue is that the credentials will also be automatically entered for anyone else who sits down at your computer and access those same sites. It defeats the purpose of having usernames and passwords if they are already automatically entered by your computer.
Note 2:
You can select or de-select different types of information to store in AutoComplete:
- Web addresses stores URL's that you type and automatically tries to complete them the next time so you don't have to type the whole thing each time.
- Forms stores data such as your address and phone number to try to help populate form fields so you don't have to re-type the same information every time
- User names and passwords on forms stores the usernames and passwords for sites you visit and automatically enters them when you visit the site again. There is a sub-option to check so that Internet Explorer will prompt you each time rather than automatically saving passwords. You can use this if you want to use the feature, but not save passwords for more sensitive sites such as your bank account.
- You can turn off AutoComplete entirely by de-selecting each box
Note 3:
Even if you turn off AutoComplete, or just the option to save user names and passwords in AutoComplete, the passwords that have already been stored will remain. Go to the General tab and click the Delete button in the Browser History section to get rid of stored passwords.
Note 4:
If an Administrator account is used to reset the Windows password for a user account, all stored information such as passwords will be erased. This is to prevent an Administrator from being able to gain access to your information by changing your password.
The AutoComplete feature seems like a nice idea. It is helpful to use the AutoComplete of Web addresses so that you only have to type in long URL's once and then Internet Explorer will remember them the next time. But, storing passwords in AutoComplete is a bad idea unless you have some other way of ensuring that nobody but you will ever have access to your computer. If remembering usernames and passwords is a problem, We recommend disabling the AutoComplete feature.
---------------------------------------- ----------------------------------------
- IE 6,7,8 / Firefox - Browser does not refresh properly:
(top)
IE:
To make Internet Explorer (IE) refresh every time you visit a web page do the following:
- Open an Internet Explorer Window
- Click on Tools > Internet Options >
- To delete the browsing history, on the 'General' Tab under the 'Browsing History' section click on the Delete push button
- Uncheck - Preserve Favorites website data
- Check - Temporary Internet files and website files
- Check - Cookies and website data
- Check - History
- Check any other items as deemed necessary
- Click the Delete push button, then click Apply
- On the 'General' Tab under the 'Browsing History' section click on the 'Settings' push-button
- Under the section 'Check for newer versions of stored pages:' select 'Every time I visit the webpage' radio button.
Note: You may also need to click on the 'Caches and databases' tab and uncheck 'Allow website caches and databases' check box.
- Click Apply, then click OK
Note: On a few occasions:
- IS has overwritten this IE setting via their administrator account, double check with the IS staff that this is not occurring.
- The user is unable to access the setting - Contact your IS department for assistance.
Firefox
Config reload every time I visit a webpage
- Open a Firefox window
- In the address bar enter about:config and hit the enter key
- The window might respond - This might void your warranty
- click the pushbutton 'I'll be careful, I promise!'
- The window will display a list of settings ---- go down to:
- browser.cache.check_doc_frequency
- then double click -
- A pop up window will appear - You will then be able to change the value
- Change the value to 1
- Click ok
- Close the Firefox window and go back and verify the setting took.
Reference:http://www.imasuper.com/53/technology/firefox-caching-get-latest-page-every-time/
---------------------------------------- ----------------------------------------
- IE 8/9 - Calendars do not work:
(top)
In Revision 2 of mPro3 the calendars do not work with Internet Explorer 8 and 9. To resolve this set Internet Explorer to 'Compatibility Mode'
- Open an Internet Explorer Window > Click on Tools > Compatibility View settings > Add the mPro3 link to 'Websites added' or select the check box of 'Display all websites in Compatibility View
---------------------------------------- ----------------------------------------
- IE - Enable the Menu bar:
(top)
- Right click on the free space below the Address bar in Internet Explorer
- Put a check mark on Menu Bar, it will be displayed permanently
---------------------------------------- ----------------------------------------
- IE - Setup for Reports and Screens:
(top)
Once the report is created and appears in the Internet Explorer window, set the following parameters:
Path: File > Page Setup (Do this on the IE menu)
- Clear the header/footer
- Verify Margins are 1/2" or less
- Under IE View menu, You Can change the text size to make bigger, Remember to Set back after you print.
---------------------------------------- ----------------------------------------
- IE - Report does not pop-up when I click the link:
(top)
- If you click a report link and the report does not show this is probably because the report is on a window stacked under the one you are currently viewing. Look for that other window in the windows taskbar at the bottom of your screen. You may need to click refresh or hit the F5 key to get the report.
- To 'Force' a new window put your cursor over the link, right click your mouse, then select 'Open in New Window' from the dropdown.
---------------------------------------- ----------------------------------------
- IE - Set Status Bar to appear on the Internet Explorer window:
(top)
- On Internet Explorer select View > (or select View > Toolbars) Make sure the 'Status Bar' is check marked. Click on the word Status Bar if it is not.
---------------------------------------- ----------------------------------------
- IE - Change Zoom level/Text Size - For easy reading:
(top)
- In the bottom right hand corner of the Internet Explorer screen - Click on the icon and adjust the zoom level.
- You can also use Ctrl + (to zoom in) and Ctrl - (to zoom out).
- Under IE View menu, You Can change the text size to make bigger, Remember to Set back after you print.
---------------------------------------- ----------------------------------------
- IE/Firefox - Disable Auto Complete:
(top)
IE:
- Open Microsoft Internet Explorer.
- Click Tools and then Internet Options.
- In the Internet Options window click the Content tab.
- Click the AutoComplete button.
- Check or uncheck the options you wish have or not have AutoComplete.
Below is a brief explanation of what each of the options are for.
- Web page addresses - Auto Complete for the address typed in the address bar.
- Forms - Enable a user to fill out fields that are commonly completed such as e-mail, address, phone number, etc. This function automatically inserts data that was previously filled in that last time you used that page. The issue is that sometimes you have fields filled in that you don't want.
- User names and passwords on forms - Any forms that are requiring usernames. This can be helpful for users who frequently need to enter their username and password. However, can also be a security risk if that computer is used or accessible by other users.
Firefox:
Prevent Firefox from storing form entries
If you don't want Firefox to remember what you've entered into form fields, you can turn off the auto form fill feature:
When you change settings keep a copy of those settings - In case you need to change it back.
- Open a Firefox window, On the menu bar select Tools > Options > Select the Privacy tab.
- In the History section - Set Firefox will: to Use custom settings for history.
On my settings I have 'Always use private browsing mode'
- Remove the check mark from the box that says Remember search and form history.
- Click OK
- Close Firefox and test
Note:
Disabling form history also prevents Firefox from storing search history for the Search bar
---------------------------------------- ----------------------------------------
- IE - How to print background color on work orders:
(top)
- Open Microsoft Internet Explorer.
- Click Tools and then Internet Options.
- In the Internet Options window click the Advanced tab.
- Go down to the section on Printing.
- Check the box next to 'Print Background colors and images'.
- Click OK.
---------------------------------------- ----------------------------------------
- IE/Firefox - How to put mPro3 Icon on IE/Firefox shortcut:
(top)
Mayer Computer services can send you the mPro3 online icon or give you directions on how to download.
IE:
- Open Microsoft Internet Explorer
- Open the mPro3 website login page
- On the IE toolbar click File > Send > Shortcut to desktop
- A shortcut will now appear on your desktop
- Change the name of the Icon to mPro3 by clicking the text
- Change the icon by right clicking the shortcut > Select properties > click the 'Change Icon' push button
- Select the mPro3 icon and click ok .
Firefox:
- Firefox must be the default browser
- Put your cursor on the desktop and right click > new > shortcut
- Enter the mPro3 Web address in the 'Type the location of the item' box
- Click next > Enter Name for the shortcut > click finish >
- On the desktop > right click the shortcut and click the 'Change Icon' push button
- Select the mPro3 icon and click ok
---------------------------------------- ----------------------------------------
- IE/Firefox - IE is your default browser, create a link that opens the mPro3 in firefox
(top)
Create a copy of the Firefox desktop shortcut then add the mpro3 URL to the target line.
Right click on the new Icon > Select Properties > Select the Shortcut tab > make you modification in the 'Target' field and click ok.
Example:
Before:
"C:\Program Files (x86)\Mozilla Firefox\firefox.exe"
After:
"C:\Program Files (x86)\Mozilla Firefox\firefox.exe" http://www.mpro3online.com/index.asp
Note: There is a space between ...firefox.exe" and http//www...
---------------------------------------- ----------------------------------------
- IE An error has occurred in the script on this page:
(top)
Solution: Turn off IE script debugging:
Path: Tools > Internet Options > Advanced > check "Disable Script Debugging (Internet Explorer)" and "Disable Script Debugging (Other)"
---------------------------------------- ----------------------------------------
- IE/Firefox - Text, Excel, PDF Buttons are blank or Grayed out and do not work:
(top)
Buttons may be blank or grayed out, they do not work.
Reset your browser to the default state.
After you reset, make sure to set 'refresh every time I visit a webpage' (Item 4 above), 'Setup for Reports and Screens' (Item 7 above) and any other special settings you may need.
IE:
- Open Microsoft Internet Explorer
- On the menu > click Tools > Internet Options > Select the Advanced tab >
- In the 'Reset Internet Explore settings' lower part of the screen, click the 'Reset' push button.
- Click ok.
This will:
Remove your add-ons and customizations
Restore your browser settings to their defaults
Firefox:
- Click the menu button and then click help .
- From the Help menu choose Troubleshooting Information.
- Click the Reset/Refresh Firefox (button in the upper-right corner of the Troubleshooting Information page).
- A confirmation window will open, click Reset/Refresh Firefox.
This will:
Remove your add-ons and customizations
Restore your browser settings to their defaults
---------------------------------------- ----------------------------------------
- IE - Quick links tool bar does not appear:
(top)
Turn off compatibility view settings in Tools > Compatibility View Settings.
---------------------------------------- ----------------------------------------
- IE - Internet Explorer and mPro3 Revision 3:
(top)
mPro3 Revision 3 works best with Internet Explorer revision 9 and above.
---------------------------------------- ----------------------------------------
- IE - Delete incorrect entries in the auto-complete suggestion of the Sign in page:
(top)
When the addresses appear, hover your mouse over one of the unwanted addresses to select it and then press the Delete key.
---------------------------------------- ----------------------------------------
- Chrome - Pie chart does not appear:
(top)
Go to Settings > Show Advanced settings (at the bottom) > Scroll to Privacy - uncheck all boxes.
Verify Javascript is allowed/enabled.
---------------------------------------- ----------------------------------------
- Chrome - File > Send page by email:
(top)
20170405 Currently Chrome does not have an extension to perform the function of 'Send page by email' (Send Page by Email is available in IE).
See the Google Chrome store for latest extensions.
---------------------------------------- ----------------------------------------
- IE/Firefox/Chrome - Enable pop-up:
(top)
Chrome
- Click on the 3 dots (in the upper right corner of screen)
- Select Settings
- Click 'Show advanced settings' (at bottom of screen)
- Scroll to the "Privacy" section, click the Content settings button
- Scroll to the "Pop-ups" section, select "Allow all sites to show pop-ups."
Customize permissions for specific websites by clicking Manage exceptions
Mozilla Fire Fox
- Click on Tools
- Select Options
- Select Content
- Uncheck Block pop-up windows.
Internet Explorer
- Select the Tools
- Internet options
- On the Privacy tab, under Pop-up Blocker, select or clear the Turn on Pop-up Blocker check box, and then click Ok
---------------------------------------- ----------------------------------------
Revised: 04/10/2018
Interval Overrides (top)
Path:
Option located in the Equipment File.
Overview:
When equipment (within a class) requires a different inspection frequency, an interval override may be
used. The override is related to the Inspection Interval and Trade.
Valid Overrides are:
1 Weekly 13 Quarterly 208 Every Four Years
2 Every Two Weeks 17 Every Four Months 260 Every Five Years
3 Every Three weeks 26 Every Six Months 312 Every Six Years
4 Monthly 52 Yearly 364 Every Seven Years
5 Every Five Weeks 78 Every 1.5 Years 416 Every Eight Years
6 Every Six Weeks 104 Every Two Years 468 Every Nine Years
8 Every Two Months 130 Every 2.5 Years 520 Every Ten Years
10 Every Ten Months(area only) 156 Every Three Years 624 Every Twelve Years
Example Scenario:
- Beds in the ER need to be inspected more often than beds in regular patient rooms. (ER Beds 2x per year, Regular beds 1x per year)
- Using the same Class and PM procedures we can Override the frequency of the inspection interval with the associated trade for a specific piece of equipment.
- Example: the Inspection Interval in the top box is 52, meaning annual. Enter 26 in the interval override. That piece of equipment will now be inspected twice a year.
- The system looks at the Trade/Inspection Intervals in the upper section, then checks to see if there is an Override in the lower section.
If an override is defined, the system processes the lower section (override section) and ignores the upper section.
Miscellaneous:
- When the check file has **INPUT**, the Input function will not work if you have interval overrides.
- Overrides cannot be used for more than 3 procedures.
- When clearing out an Interval override enter a zero, the number 0 then click save. The system does not recognize the back space or delete keys. It is looking for a value- so it interprets a back space or delete as an invalid entry and keeps the previous entry.
Revised: 09/15/2020
Keys - General & Changing (top)
Overview:
See section below for changing keys details.
The system uses "keys" to represent files.
All files are accessed via keys.
This makes data entry much faster than typing in a full name.
You get to make up the keys. In most files, keys can be 1 to 12 characters in length.
When creating keys, we suggest you use a minimum of 3 characters, and try to keep to a maximum of 6 characters.
- If one word, use first 3-6 letters to create a unique key
Examples:
ENG represents the cost center ENGINEERING
15246 represents the control#/asset# of a piece of equipment
- If two words, use first 3 letters of each word
Examples:
BOBJOH represents the employee BOB JOHNSON
MOTELE represents the equipment classification MOTOR, ELECTRIC
- If more than two words, use first 3 letters from the first word, and then 2 letters from each subsequent word.
Example:
ROOPAAC represents the area classification ROOM, PATIENT, ACUTE CARE
Miscellaneous:
PROMPTING & KEYS
You do not need to know the exact key when entering data. Enter the first few letters of the item you are looking for and the system will give you a list of keys and corresponding names for you to choose from.
Special Characters
Please do not use the following special characters in mPro3.
| [ ]
| Open or Close Bracket
|
| { }
| Open or Close Parenthesis
|
| "
| Double Quote
|
| '
| Single Quote
|
| &
| Ampersand
|
| º
| Degree symbol
|
- All other characters are ok.
Changing Keys:
- Whenever a key is changed mPro3 updates all supporting files. The process will be slow if there is a lot of data to be changed.
We suggest you do this during off hours.
- Employee key - Change when the user is NOT logged in.
- Class key - When changed, the associated check key(s) are updated with the new key. The work order, service history etc. files are also updated.
- Area key - Updates past and current work orders.
- Project - all associated files will be updated.
- User keys cannot be changed. Inactivate and recreate the record with the new key.
- Work Order numbers cannot be changed.
- Linked files: Key changes will not be made to the Material, Service Code, Parts, and Request 'linked files' - It is assumed that these keys will not be changed once they are used.
Revised: 03/14/2016
License agreement (top)
End User License Agreement
READ THIS BEFORE INSTALLING, USING, ACCESSING, DISPLAYING, RUNNING, OR OTHERWISE INTERACTING ("RUN") WITH THE SOFTWARE PROGRAM
END-USER LICENSE AGREEMENT FOR MAYER COMPUTER SERVICES, INC. SOFTWARE
IMPORTANT - READ CAREFULLY: This MAYER COMPUTER SERVICES, INC. End-User License Agreement ("EULA") is a legal agreement
between you (either an individual or a single entity) and MAYER COMPUTER SERVICES, INC. for the MAYER COMPUTER SERVICES, INC. software product identified above, which includes computer software and may include associated media, printed materials, and "online" or electronic documentation ("SOFTWARE PRODUCT"). The SOFTWARE PRODUCT also includes any updates and supplements to the original SOFTWARE PRODUCT provided to you by MAYER COMPUTER SERVICES, INC.. By installing, copying, downloading, accessing, or otherwise using the SOFTWARE PRODUCT, you agree to be bound by the terms of this EULA. If you do not agree to the terms of this EULA, do not install or use the SOFTWARE PRODUCT.
SOFTWARE PRODUCT LICENSE
The SOFTWARE PRODUCT is protected by copyright laws and international copyright treaties, as well as other intellectual property laws and treaties. The SOFTWARE PRODUCT is licensed, not sold.
1. IT IS UNDERSTOOD THAT BY INSTALLING, USING THE SOFTWARE PROGRAM, YOU ACCEPT AND AGREE TO EACH TERM OF THIS LICENSE AGREEMENT
2. Ownership. You acknowledge that mPro3 is the sole and exclusive property of MAYER COMPUTER SERVICES, INC.. By accepting this license, you do not become the owner of the SOFTWARE PRODUCT, but you do have the right to use the SOFTWARE PRODUCT as outlined and limited by this agreement. You will use your best efforts and take all reasonable steps to protect the SOFTWARE PRODUCT from unauthorized reproduction, publication or distribution. If the customer transfers possession of any copy of SOFTWARE PRODUCT to another party, this license is automatically terminated.
3. Grant of License. MAYER COMPUTER SERVICES, INC. ("Developer") hereby grants to you and you accept a license to use this application and related SOFTWARE PRODUCT collectively referred to as ("SOFTWARE PRODUCT") delivered with this license agreement on a single machine, or such additional machines as LICENSED at the address of the purchase agreement or invoice.
Storage/Network Use. You may also store or install a copy of the SOFTWARE PRODUCT on a storage device, such as a network server, used only to RUN the SOFTWARE PRODUCT on your other COMPUTERS over an internal network; however, you must acquire and dedicate a
license for each separate COMPUTER on which the SOFTWARE PRODUCT is RUN from the storage device. A license for the SOFTWARE PRODUCT may not be shared or used concurrently on different COMPUTERS.
Reservation of Rights. All rights not expressly granted are reserved by MAYER COMPUTER SERVICES, INC..
Where MAYER COMPUTER SERVICES, INC. manages the server where the SOFTWARE PRODUCT is installed, individual users licenses are granted and may not be shared or the license is invalidated. Users may use the software on any internet connected devices for the term of the contract.
4. DESCRIPTION OF OTHER RIGHTS AND LIMITATIONS. Not for Resale Software. If the SOFTWARE PRODUCT is labeled "Demo", "Not For Resale" or "NFR," then, notwithstanding other sections of this EULA, your use of the SOFTWARE PRODUCT is limited to use for demonstration, test, or evaluation purposes and you may not resell, or otherwise transfer for value, the SOFTWARE PRODUCT.
Limitations on Reverse Engineering, De compilation, and Disassembly. You may not reverse engineer, decompile, or disassemble the SOFTWARE PRODUCT, except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this
limitation.
Separation of Components. The SOFTWARE PRODUCT is licensed as a single product. Its component parts may not be separated for use on more than one COMPUTER.
Trademarks. This EULA does not grant you any rights in connection with any trademarks or service marks of MAYER COMPUTER SERVICES, INC..
Support Services. MAYER COMPUTER SERVICES, INC. may provide you with support services related to the SOFTWARE PRODUCT ("Support Services"). Use of Support Services is governed by the MAYER COMPUTER SERVICES, INC. policies and programs described in the user manual, in "on line" documentation, and/or in other MAYER COMPUTER SERVICES, INC.-provided SOFTWARE PRODUCT. Any supplemental software code provided to you as part of the Support Services shall be considered part of the SOFTWARE PRODUCT and subject to the terms and conditions of this EULA. With respect to technical information you provide to MAYER COMPUTER SERVICES, INC. as part of the Support Services, MAYER COMPUTER SERVICES, INC. may use such information for its business purposes, including for product support and development. MAYER COMPUTER SERVICES, INC. will not utilize such technical information in a form that personally identifies you.
NON-ASSIGNABILITY. The customer may not sublease, assign or transfer the license or the software, or any right under this agreement. Any attempt to otherwise to sub license, assign or transfer any of the rights, duties or obligations hereunder is void.
Rental. You may not rent, lease, or lend the SOFTWARE PRODUCT.
Software Transfer. The initial licensee of the SOFTWARE PRODUCT may not make any transfer or sale of SOFTWARE PRODUCT.
5. TERM. This license is effective until terminated. Termination. Without prejudice to any other rights, MAYER COMPUTER SERVICES, INC. may terminate this EULA if you fail to comply with the terms and conditions of this EULA. In such event, you must destroy all copies of the SOFTWARE PRODUCT and all of its component parts.
The Customer may terminate this EULA at any time with respect to SOFTWARE PRODUCT by destroying the SOFTWARE PRODUCT together with all copies in any form. It will also be terminated upon conditions set forth elsewhere in this agreement or if the customer fails to comply with any term or condition of this agreement. The customer agrees upon such termination to destroy the SOFTWARE PRODUCT together with all copies in any form.
6. APPLICABLE LAW. This agreement shall be governed by the laws of the State of California.
7. WHOLE AGREEMENT. These terms and conditions are the complete and exclusive statement of the agreement between the parties and supersede any proposal or prior agreement oral or written and any other communication between the parties relating to the subject matter of this agreement.
Should you have any questions concerning this EULA, or if you desire to contact MAYER COMPUTER SERVICES, INC. for any reason, please write: MAYER COMPUTER SERVICES, INC., 4944 Cass Street #1201B, San Diego, CA, 92109.
LIMITED WARRANTY
THERE IS NO WARRANTY FOR SOFTWARE PRODUCTS ACQUIRED OUTSIDE THE U.S. AND CANADA.
LIABILITY AND WARRANTY. YOU AGREE THAT REGARDLESS OF THE FORM OF ANY CLAIM OR THE EXTENT OF THE LOSS,
THE LIABILITY OF MAYER COMPUTER SERVICES, INC. FOR ANY DAMAGES TO YOU OR ANY OTHER PARTY SHALL NOT EXCEED THE LICENSE FEE PAID FOR THE SOFTWARE PRODUCT. THIS SOFTWARE IS SOLD "AS IS" AND WITHOUT WARRANTIES AS TO THE FITNESS FOR PARTICULAR USE OR MERCHANTABILITY. THERE ARE NO WARRANTIES EITHER EXPRESSED OR IMPLIED, INCLUDING, BUT NOT LIMITED TO THE IMPLED WARRANTIES OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. SOME STATES DO NOT PERMIT EXCLUSION OF THE IMPLIED WARRANTIES OR MERCHANTABILITY, SO THE ABOVE LIMITATIONS MAY NOT APPLY. THE USER MUST TEST THE PROGRAM THOROUGHLY BEFORE RELYING ON IT. THE USER ASSUMES THE ENTIRE RISK OR USING THE PROGRAM. ANY LIABILITY OF THE DEVELOPER, SELLER OR MANUFACTURER WILL BE LIMITED
EXCLUSIVELY TO THE PRODUCT REPLACEMENT OR REFUND OF THE PURCHASE PRICE.
IN NO EVENT SHALL MAYER COMPUTER SERVICE BE LIABLE TO THE CUSTOMER FOR ANY DAMAGE INCLUDING ANY LOSS OF PROFITS, LOSS OF SAVINGS OR OTHER INCIDENTAL OR CONSEQUENTIAL DAMAGES ARISING OUT OF THE USE OF THIS SOFTWARE, EVEN IF MAYER COMPUTER SERVICES, INC. OR AN AUTHORIZED DISTRIBUTOR HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES, OR FOR ANY CLAIM BY ANY OTHER PARTY. SOME STATES DO NOT ALLOW THE LIMITATION OR EXCLUSION OF LIABILITY FOR INCIDENTAL OR CONSEQUENTIAL DAMAGES SO THE ABOVE LIMITATION OR EXCLUSION MAY NOT
APPLY.
LIMITED WARRANTY FOR SOFTWARE PRODUCTS ACQUIRED IN THE U.S. AND CANADA. MAYER COMPUTER SERVICES, INC. warrants that (a) the SOFTWARE PRODUCT will perform substantially in accordance with the accompanying written materials for a period of ninety (90) days from the date of receipt, and (b) any Support Services provided by MAYER COMPUTER SERVICES, INC. shall be substantially as described in applicable
written materials provided to you by MAYER COMPUTER SERVICES, INC., and MAYER COMPUTER SERVICES, INC. support engineers will make commercially
reasonable efforts to solve any problem issues. Some states and jurisdictions do not allow limitations on duration of an implied warranty, so the above limitation may not apply to you. To the extent allowed by applicable law, implied warranties on the SOFTWARE PRODUCT, if any, are limited to ninety (90) days.
CUSTOMER REMEDIES. MAYER COMPUTER SERVICES, INC.' and its suppliers' entire liability and your exclusive remedy shall be, at Mayer Computer
Services' option, either (a) return of the price paid, if any, or (b) repair or replacement of the SOFTWARE PRODUCT that does not meet
MAYER COMPUTER SERVICES, INC.' Limited Warranty and which is returned to MAYER COMPUTER SERVICES, INC. with a copy of your receipt. This Limited
Warranty is void if failure of the SOFTWARE PRODUCT has resulted from accident, abuse, or misapplication. Any replacement SOFTWARE PRODUCT will be warranted for the remainder of the original warranty period or thirty (30) days, whichever is longer. Outside the United States,
neither these remedies nor any product support services offered by MAYER COMPUTER SERVICES, INC. are available without proof of purchase from
an authorized international source.
NO OTHER WARRANTIES. TO THE MAXIMUM EXTENT PERMITTED BY APPLICABLE LAW, MAYER COMPUTER SERVICES, INC. AND ITS SUPPLIERS DISCLAIM ALL OTHER WARRANTIES AND CONDITIONS, EITHER EXPRESS OR IMPLIED, INCLUDING, BUT NOT LIMITED TO, IMPLIED WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, TITLE, AND NON-INFRINGEMENT, WITH REGARD TO THE SOFTWARE PRODUCT, AND THE PROVISION OF OR FAILURE TO PROVIDE SUPPORT SERVICES. THIS LIMITED WARRANTY GIVES YOU SPECIFIC LEGAL RIGHTS. YOU MAY HAVE OTHERS, WHICH VARY FROM STATE/JURISDICTION TO
STATE/JURISDICTION.
LIMITATION OF LIABILITY. To the maximum extent permitted by applicable law, in no event shall MAYER COMPUTER SERVICES, INC. or its suppliers be liable for any special, incidental, indirect, or consequential damages whatsoever (including, without
limitation, damages for loss of business profits, business interruption, loss of business information, or any other pecuniary loss) arising out of the use of or inability to use the SOFTWARE PRODUCT or the provision of or failure to provide Support Services, even if MAYER COMPUTER SERVICES, INC. has been advised of the possibility of such damages. In any case, MAYER COMPUTER SERVICES, INC.' entire liability under any provision of this EULA shall be limited to the greater of the amount actually paid by you for the SOFTWARE PRODUCT or U.S.$5.00; provided, however, if you have entered into a MAYER COMPUTER SERVICES, INC. Support Services Agreement, MAYER COMPUTER SERVICES, INC.' entire liability regarding Support Services shall be governed by the terms of that agreement. Because some states and jurisdictions do not allow the exclusion or limitation of liability, the above limitation may not apply to you.
Revised: 11/11/2011
Line Items File (top)
Path:
a. Purchase Orders -> Line Items File
b. PO Line Item and Add PO Line Item push-buttons from the Purchase Order File
Overview:
The Line Items File provides the user a way to add, modify or receive line items.
Miscellaneous:
If you make an error when entering line items you must:
Fix the line item.
Fix receipts
Fix parts inventory
Process Flow:
- Enter the appropriate search criteria and click the Find push-button.
- Click the +/edit next to the line/PO item you wish to view.
- Enter your modifications to the file or you may receive a line item
To enter a receipt, Enter the amount received in the 'Quantity' field under the 'Receive Item' push-button.
Click the 'Receive Item' push-button and the 'Received' box will now reflect the amount received.
- Click Save.
Field Descriptions:
--------------------------------------------------------------------------------
LINE# - Line item in the Purchase Order
PO # - Purchase Order number (15 char max)
REQUEST# Request number the end user submitted (15 char max)
PART # - Enter the part number in the 2nd box, click Get Part push-button, then select part from the drop down menu
DESCRIPTION - Line item description (40 char max)
QUANTITY - Quantity Ordered
RECEIVED - Quantity that has been received. The system updates this field.
TRX TYPE - Type of transaction, see below for definitions * ; The system updates this field
UNIT OF MEAS. - Unit of measure i.e. each, lot, foot, sheet etc.
COST - Cost of item
DATE - Date Line item entered
VENDOR PART# - Vendor Part number (20 char max)
CATALOG# - Vendor catalog number(15 char)
ACCOUNT# - Customer account number for vendor (12 char)
GL#/SUB-ACCOUNT - General Ledger number, 10 character field
--------------------------------------------------------------------------------
COST CENTER - Select the appropriate Cost Center from the drop down menu.
DEPARTMENT - Select the appropriate Department from the drop down menu.
ORDER# - Work Order number
CONTROL - Enter the control# in the 2nd box, click Get Control push-button, then select control# from the drop down menu
PRODUCT - Enter the product name
EMPLOYEE - Select the appropriate employee from the drop down.
VENDOR - Select the appropriate vendor from the drop down
--------------------------------------------------------------------------------
NOTES - Line item notes
INVOICE - Invoice Number
INVOICE DATE - Date of the invoice
QUANTITY - Enter quantity to be received and click the Receive Item push-button
ADJUST TYPE - User populated field (to be defined)
BATCHED - User populated field (to be defined)
SYSTEM - User populated field (to be defined)
RECEIVED - Quantity that has been received.
TRX TYPE - Type of transaction, see below for definitions *
* Trx types
0 = ordered,
1 = receipt,
2 = issue Quantity,
3 = return,
4 = disposed,
5 = reclaimed,
6 = lost,
7 = adjust+,
8 = adjust-
Push-button/Check Box/Links:
DUPLICATE - Push-button - Duplicate the line item
FILL INVOICE# ON ALL RECEIPTS - Push-button - System will put the invoice # on all receipts.
GET CONTROL - Push-button - Enter the Control# in the box to the left then click the Get Control push-button, the system will populate the drop down menu.
GET PART - Push-button - Enter the Part# in the box to the left then click the Get Part push-button, the system will populate the drop down menu.
Example - The 'Get Part' function returns the exact value entered.
If the user enters the #1 then clicks the Get Parts push-button, the drop down menu will populate with the #1 only. No other entries will be displayed.
GET PO - Push-button - Enter the PO# in the box to the left then click the Get PO push-button, the system will populate the drop down menu.
NEW ITEM SAME PO - Push-button - Create a new item using the same PO number.
PART - Push-button - The system will forward the user to the Parts file.
PRINT - Push-button - Print the Purchase Order.
PURCHASE ORDER - The system will forward the user to the Purchase Order file.
RECEIVE ITEM - Push-button - Enter the quantity you wish to receive in the box below then click the 'Receive Item' push-button.
Revised: 11/28/2011
Line Items List (top)
Path:
Purchase Orders -> Line Items List
Overview:
This Listing provides the user a detailed line item overview.
Miscellaneous
There are three sorts available, by part number, vendor, or purchase order this allows the user to see line items in a different view.
Example: I want to see all purchase orders for a particular part number (line item).
Revised: 05/07/2009
Lists (top)
Path:
Lists > Make selection
Overview:
DIRECTORIES
This option provides a directory view of lookup tables.
LISTS
This option provides a comprehensive view of the files.
Revised: 07/13/2007
Login / Logout (top)
Path:
Login screen: This is the first screen the user sees before logging into the system.
Overview:
LOGIN:
The login screen requires users to enter a 'User ID' and 'Password'. This security feature that enables the system
to track users and record data changes.
LOGOUT:
mPro3 has always had a limit of 60 minutes to keep a window open. However with changes to browsers there were times when windows would never time out.
We continually work to ensure this works correct. Please contact mPro3 support staff if this is an issue.
Flags and Security Settings:
See User Names and Security in this manual.
Miscellaneous:
If you forget your user name or password please see your system administrator.
Revised: 5/19/2017
Materials (top)
Overview:
WHAT ARE MATERIALS?
Materials are any substance other than parts used during service work or inspections. The material file keeps a record of materials used in the engineering department so that projections of material costs can be made. Materials are used on the 2nd window of the area file.
ANTECEDENTS AND CONSEQUENT
Materials records are not necessary to use the system. Usually, this file will be used only after the program has been in use for a long time. If
the material file is used, they can be entered before the area class during the original set-up. Vendors must be entered before
materials.
NEW MATERIAL WORKSHEET
The following information will be needed to enter materials:
1. Material key ____________
2. Material name ______________________________
3. Manufacturer (key) ______________________________
4. Catalog number ______________________________
5. Color ______________
6. Pattern _______________________
7. Vendor #1 ______________________________
8. catalog number _______________________
9. Vendor #2 ______________________________
10. Catalog number ______________________
11. Fire class _________
12. Cost per square foot _________
13. Labor per square foot_________
14. Life in months _________
Field Descriptions:
MATERIAL KEY - At least the first three letters must be the same as the general description of the material. Three letters of the general
description followed by three letters to separate this material from similar materials is the suggested method. (i.e. "PANMAH" =
PANeling, MAHogany). It is necessary for sorting and searching to use a six letter key. For one word names drop the extra letters (i.e.
"enter Corkboard as "CORKBO"").
If there are too many variations of this material to describe with the last three letters, a numeric system may be a solution. Paints could be
coded "PAIB12", "PAIG04", "PAIW28", etc.
Later, when someone does not know the key, they may enter the first two or three letters and a list of choices beginning with those letters will display on the screen. (i.e. Entering "PA" may display a list including "PAIWHI - Paint, White",
"PANMAP - Paneling, Maple", etc.).
Use one common system for ALL key entries.
NAME - 30 characters are available to enter the material name.
MANUFACTURER - The key from the manufacturer (vendor) file.
CATALOGUE NUMBERS - The product code according to the vendor or manufacturer entered in the previous field. This applies to all three cases of this field.
COLOR - The color of this material, if there is only one.
PATTERN - The pattern if it applies to this material.
VENDORS - Two vendors may be entered to record two resources for this material. If there is no second vendor, Press enter for the second vendor prompt.
FIRE CLASS - 2 character limit. User defined.
COST PER SQUARE FOOT - The purchase cost of materials to install one square foot (or unit).
LABOR PER SQUARE FOOT - The estimated cost of installing new material.
EXPECTED LIFE - Expressed in months, up to 9,999.
Revised: 01/01/1996
Maximum File Sizes (top)
Overview:
Most files won't reach the maximum allowed however the service history file should be limited to 4 million records and the repair/inspection
order file limited to 2 million records.
Revised: 04/29/2015
MDS2 (top)
Overview:
MANUFACTURER DISCLOSURE STATEMENT FOR MEDICAL DEVICE SECURITY (MDS2)
The Medical Device Security Workgroup of the Health care Information and Management Systems Society (HIMSS) created the Manufacturer
Disclosure Statement for Medical Device Security (MDS2) form to allow medical device manufacturers to provide information security
information in a standardized manner. This form simplifies and speeds acquisition and distribution of this information for both manufacturers and health care facilities. Manufacturers will be able to respond to many health care facility needs with a single form. Also, health care organizations can receive comprehensive information from each manufacturer in a standardized format that will simplify application of that information. The completed form may already be available from the manufacturer - if it is not the manufacturer is more likely to respond with useful information if a hospital requests information on this standardized form than if individualized requests for information are submitted.
Search for Existing Form or Create a New Form.
Revised: 01/09/2007
Mean Time Between Failures (top)
Choose MEAN TIME BETWEEN FAILURES from the SPECIAL REPORTS pull down.
Calculates the "mean" time between Failures as recorded in your Service History file by looking at QA cat 4, FAILED
INSPECTIONS.
Because this report scans service history, it is generally a slow report.
See the Mean time between repairs for additional information.
Revised: 08/29/2002
Mean Time Between Repairs (top)
Choose MEAN TIME BETWEEN REPAIRS from the SPECIAL REPORTS pull down.
Scans service history & creates an index at the location of the service
history file to speed things up but generally a slow report.
Looks at QA Category 3, REPAIRS.
It is best to run the report for a long period of time.
You should re total units before running report (under Utilities pull down). You may want to make sure all equipment classes have a "1" in the type field in the classification file.
The number of hits is the number of 2nd, 3rd, etc. repairs for a given control#. It is for calculation purposes. For example: Say you have a class called "BED" and 3 control#'s 1001, 1002, 1003. And the data in the service history file looks like:
BED 1001 01/15/1991
BED 1002 03/15/1992
BED 1002 12/15/1995
BED 1003 06/15/1990
BED 1003 05/15/1992
BED 1003 07/15/1993
BED 1003 06/15/1994
The number of hits for calculation purposes is:
0 for 1001
1 for 1002
3 for 1003
The first hit doesn't count. It is the starting point for calculating the mean time between repairs. So BED 1001 has no time between repairs and hence no count. BED 1002 has a TBR of 3 years 9 months or approximately 1300 days. BED 1003 has TBR of 700 + 425 + 335 = 1460 days. So 1460+1300 divided by 4 hits is 690 days = MTBR.
The data is in class, control, date order.
Stores data in class file fields st4=#repairs, lv4=MTBR.
Revised: 08/29/2002
Merge Two Control #'s or Other Keys (Class,Cost Ctr/Dept,Area,Vendor/Mfg,Model) (top)
Path:
Utilities > Merge 2 Control #'s or Other Keys
Overview:
Use this Option with Caution:
This procedure can be done when 2 keys have been used to refer to the same thing. By merging two keys,
your database will eliminate redundancy of data. Merging two keys can be done in the following files:
- Control#
- Class - Merging the class also merges the checks file. Delete redundancies before merging.
- Cost Center/Department
- Area
- Vendor/Manufacturer
Miscellaneous:
- Merging Control#, Class, Cost Center/Department, Area or Vendor/Manufacturer keys are
very slow because the equipment, work order and service history files must be modified.
- At the end of the process, the system will inactivate the key.
Process Flow:
In the Vendor/Manufacturer file there are two keys (entries) for Hewlett Packard:
Key Name / Description
1. HP...............Hewlett Packard
2. HEWPAC...Hewlett Packard
I would like to merge all entries from HEWPAC into the HP key.
In the menu option enter the following:
Vendor/Manufacturer key you want to keep HP
Vendor/Manufacturer key you want to merge HEWPAC
The system will make the appropriate changes to the files (Merging HEWPAC into HP).
At the end of the process, the system will inactivate the key HEWPAC.
Push-Button/Check Box/Links:
Merge Control - Perform the Control Merge
Merge Class - Perform the Class Merge
Merge Cost Center - Perform the Cost Center Merge
Merge Area - Perform the Area Merge
Merge Vendor - Perform the Vendor Merge
Revised: 06/3/2014
Messages (top)
Path:
My mPro3 > Messages
Overview:
You can send messages to all mPro3 users, One user, or only users in your trade.
The message(s) appear on the mPro3 users 'Main' screen upon next login.
Miscellaneous:
To view messages sent, use the audit file.
Define a date range > In the Action box enter MES (In capital letters - Starting and Ending range) > Define User and click find.
Process Flow:
To send a message go to My mPro3 > Messages
Enter a brief message in the 'Message' box
To send the message to a user, select that user from the dropdown menu and click the Send Message to User push-button.
A message will display indicating your message has been sent.
Note:
To clear any Received message(s), click the Clear Message push-button.
Field Descriptions:
Message box - Enter the message text in this box. Maximum is 215 characters.
Push-button/Check Box/Links:
CLEAR MESSAGE - Push-button - Click the push-button to clear message(s)
SEND MESSAGE TO TRADE - Push-button - Select a trade and click the push-button to send a message
SEND MESSAGE TO USER - Push-button - Select a user and click the push-button to send a message
SEND MESSAGE TO ALL - Push-button - Click the push-button to sent a message to all mPro3 users, excluding yourself
Revised: 07/19/2016
Metering (top)
Path:
Look up Tables > Classification > Page 2
Overview:
Metering is used in conjunction with the Classification file. This section gives an overview of this process.
mPro3 allows you to define up to 2 parameters for metering based on equipment classifications.
Each parameter has 2 items: Parameter name and cycle value.
mPro3 assumes that you manually collect meter readings and then enter those into mPro3.
mPro3 then compares the meter readings to the equipment records last meter readings.
If the last meter reading + the cycle value is greater than current meter reading, mPro3 makes a notation on the equipment record that a Preventive Maintenance inspection is needed.
When you're finished entering all meter readings into mPro3, start the create inspection process.
Process Flow:
For example:
Dialysis Machines generally have a Minor and Major PM.
We enter an Equipment Classification of DIALYSIS MACHINE with the following parameters.
| Parameter/Reading name/type |
Cycle |
| 1000 hr Minor PM |
1000 |
| 3000 hr Major PM |
3000 |
Next, add 2 inspections checks.
Note: mPro3 shows fixed interval options when adding these checks.
For the 1st parameter we would add a Monthly check.
For the 2nd parameter we would add an Annual check.
This is just so that mPro3 knows which check goes with which parameter.
It does not effect when inspections are created.
Then we enter the Dialysis equipment items. For each equipment item we need to set the current last meter reading when the Minor and Major PM's occurred.
Each week manually visit each machine and record the current meter reading.
Back in mPro3, enter those meter readings.
If any PM's are needed, a message will display and then Create and then Print inspections in mPro3.
Revised: 04/20/2009
Missed Inspection Report (top)
Path:
Inspections > Reports > Missed Inspection
Overview:
The Missed Inspection report provides a list of equipment that does not have an inspection done within number of days specified in the date received criteria. Generally this is a one year period.
Default date range is set to one year since most biomed equipment has to be seen at least annually.
Report data comes from service history and equipment files.
Example 1:
If today is June 1, 2011
The default (One Year) Date Received range is defined as 06/01/2010 to 06/01/2011
The system will give a listing of control numbers where no inspection has occurred within the date
range of 06/01/2010 through today's date.
Note: There may be inspections created but not closed.
Example 2:
If today is June 1, 2011
The Date Received Range is defined as 05/01/2011 to 06/01/2011
the system will give a listing of control numbers where no inspection has occurred within 30 days. This will be most of your database.
Special Excel Report (See bottom of screen).
When clicking the 'Create Special' push-button, the system will Create an excel file of equipment where
last inspection date is less than when the PM should have been done.
It will only looks at first trade, 1st inspection check, model interval, and equipment interval override
Revised: 06/21/2011
Missing Equipment Or Area Records From Reports (top)
Overview:
If equipment or area records are missing from your report(s), one or more of the necessary blank record(s) may have been deleted from one or more files.
A 'Blank' record is necessary in some data files for equipment or areas with no assigned Contract, Employee, Part, or Vendor to appear on your reports.
See Blank Records In Data File section in this manual for a list of files.
Process Flow:
- CHECK FOR BLANK RECORD
- To check these data files for a blank record, choose the appropriate data file from the Lookup Tables.
- Press the "Find" button. This record should be blank listed on the top.
- NO BLANK RECORD
- If you do not have a blank in one of the files, you must add one.
- Click "+/Edit" next to any record
- press the "New" button, and fill in the required fields:
- MCS Instructions
Part 1:
- Add a record KEY - You must enter a key in order to add the record to the data file (we will "blank out" the key in the next step). Use your initials or the date (any item that is easy to remember and is not already a key in the data file).
- COST CENTER/DEPT - If these fields are part of the data record, you must enter them here. Choose the generic "A - A Cost Center".
- FACILITY - If facilities are in use at your location and this field is part of the data record, you must enter a Facility here. Choose the appropriate key.
- Press the "Save" button when done to add the record to the data file.
Part 2:
- Blank out the key - This will have to be run in FoxPro. Please call for Assistance
Revised: 05/30/2017
Model File (top)
Path:
Look up tables > Model
Overview:
The Model file is used to define model specific definitions and may be used to override class intervals.
Please contact MAYER COMPUTER SERVICES, INC. for initial setup on the Model file.
Flags And/Or Security Settings:
F088 When adding equipment: model, manufacturer used to determine class (Rev9:turn caps lock is no longer implemented)(F088)
F089 test model # against model file when adding equipment(F089)
Process Flow:
To edit an existing model:
Click find > Click +edit on the existing model
To create a new model:
Click the New push-button => Enter a Unique Model number => Select a
Class => click the Save push-button.
Adding equipment:
Model and manufacturer is used to determine class.
New Record > Select Equipment - continue > Enter Control, Enter Model click Go and the Manufacturer list appears, continue entering data and click continue.
Note: The 'Add Model' push button is available to add models on the fly.
Field Descriptions:
---------------------------------------- Page 1 ---------------------------------------- ----------------------------------------
MANUFACTURER - Select Manufacturer from the drop down list.
MODEL - Enter Model
ECRI - 12 characters. (Emergency Care Research Institute)
CLASS - Select Class from the drop down list.
CLASS TYPE - 3 character field. Many facilities use the 'class type' field from the classification file to distinguish various types of equipment. Although this is a user defined field most facilities use the following: CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
TRADE - View only
TOTAL UNITS - View only
INTERVAL OVERRIDE - The interval to which this model should be inspected.
Notes:
Associated with Trade 1, Interval 1 (Click 'Additional Intervals and Checks' to define other overrides).
If you change interval, next inspection dates need to be recalculated.
SEVERITY - Use as per your Risk Management procedures.
PROBABILITY - Use as per your Risk Management procedures.
MED. DEVICE RISK - Use as per your Risk Management procedures.
MEDICAL EQP TYPE - 3 Character field, for Biomed, Use as per your Risk Management procedures.
FUNCTION SCORE - 3 character field. Use as per your Risk Management procedures.
MAINTENANCE # - 3 character numeric field. Use as per your Risk Management procedures.
RISK (HR, NHR, NME) - Use as per your Risk Management procedures.
KNOWN AS - Common name
ESTIMATED COST - Enter Estimated Cost.
Note: To update some equipment costs see script updatecostfrommodel
REPLACEMENT COST (PM REVIEWED DATE - YEAR MONTH) - Enter Replacement Cost.
ADDED DATE - Enter Added Date.
INCIDENT HISTORY - Use as part of Risk Management procedures.
END OF LIFE - Enter End of Life date.
Notes: See bottom of model screen for utility to set the 'End of Life' date in the Equipment file. Set date and Clear Date push buttons.
END OF PRODUCTION/SALE - Enter date
SERVICE CONTRACT PROPOSED UNIT COST PER YEAR
Check mark the following if applicable:
- EPHI
- PHYSIOLOGICAL ALARM
- MDS2 COMPLETE
- TECHNICAL ALARM
- HIGH RISK
- UTILITY SYSTEM
- LIFE SUPPORT
- WAITING FOR MANUAL
- NO POSSIBLE MANUAL
- AEM
Select OEM from drop down:
- OEM 1
- OEM 2
- OEM 3
- OEM 4
- OEM 5
MFG RECOMMEND PM INTERVAL - Enter interval.
The first 25 or so are mPro3's intervals that are supported in the software for inspection generation. These are all single intervals with the smallest interval first.
The next 9 or 10 are miscellaneous intervals.
Then all the rest are the various combinations where the sort is the most frequent interval of the combination first and trying to keep that same idea going forward.
Then at the bottom will be ones that get called in that are needed but the software does not have them yet.
We reserve 9 unused ones for this purpose
DOCUMENTATION STATUS (AEM_TYPE):
0 = None, 1 = AEM, 2 = Matches MFG, 3=NME evaluated, 4= Temp AEM PM shutdown, 5=Temp AEM discontinue inventory, 8=AEM pending approval, 9=Possible AEM
MFG MANUAL/PROCEDURE STATUS (GRACE_PERIOD_8):
(Internal Use only) 1=Received with PM procedure, 2=Received with no PM procedure required, 3=Received with no clear PM procedure,
4=MFG performs PM, 5=No manual available, 6=3rd party performs PM, 9=Ordered manual
REASON FOR NO PM (FREE3) - Enter Reason for no PM.
INSPECTION CHECKS - Enter Inspection checks for Trade 1 Interval 1.
For each file attachment, Browse file and Save. To remove the document, click the red X, Save.
(Use Browse only after 1st Saving a New Record) - See attachment section of this manual for details.
PM DOCUMENTS AND INSPECTION NOTES(PRINTS ON PM AND SERVICE HISTORY)
DOC PREFIX PM
For each file attachment, Browse file and Save. To remove the document, click the red X, Save.
(Use Browse only after 1st Saving a New Record) - See attachment section of this manual for details.
Notes:
Though not required, we recommend that you prefix user manual documents with "manual" followed by the model # and class key or name.
We recommend that you prefix pictures with "picture" followed by the model # and class key or name. jpg,bmp,gif,tif extension required.
We recommend that you prefix inspection check templates with "checks" followed by the model # and class key or name.
---------------------------------------- ----------------------------------------
MISC. DOCUMENTS - LINKS PRINT ON ALL ORDER FORMS
FOR EACH FILE ATTACHMENT, BROWSE FILE AND SAVE. TO REMOVE THE DOCUMENT, CLICK THE RED X, SAVE.
(USE BROWSE ONLY AFTER 1ST SAVING A NEW RECORD) - See attachment section of this manual for details.
MISC. NOTES: Enter miscellaneous notes.
CATEGORIES: If New Record, Save 1st before selecting categories
---------------------------------------- ----------------------------------------
SET THE 'END OF LIFE' DATE IN THE EQUIPMENT FILE:
- Enter date and click the 'Set Date' push button.
- Click the 'Clear Date' push button, to clear date.
---------------------------------------- ----------------------------------------
DUPLICATE THIS RECORD WITH:
Enter Manufacturer > Enter Model > Click the 'Duplicate' push button.
Note:
After duplicating record, please save again after reviewing all fields.
Fields not duplicated: MISC_DOCS, END_OF_LIFE, MFG_RECOMMEND_PM_INTERVAL, AEM_TYPE, MFG_PM_INSTRUCTION_STATUS, REASON(FREE3), REPLACEMENT_COST
---------------------------------------- Page 2 ---------------------------------------- ----------------------------------------
This page include more Overrides and Inspection Checks
Trade 1
Interval Override 2,3,4
Note: Override 1 is on page 1
Trades 2,3,4,5,6
Interval Override 1,2,3,4
Attachments may also be added to these overrides.
Push-button/Check Box/Links:
UPDATE EQUIPMENT - Push button - (updates all equipment fields except does not override KNOWNAS)
Note: See 'Set the 'End Of Life' date in the Equipment file' at the bottom of screen. (Set Date / Clear Date)
class_type
risk
function_score
maintenance_number
medical_equipment_type
ephi
equipment_alarm
technical_alarm
probability
severity
ADD EQUIPMENT - Push button - Add equipment to this model
DISPLAY EQUIPMENT - Push button - Provides a list of equipment related to this model
ADDITIONAL INTERVALS AND CHECKS - Push button - Use to set additional intervals and checks (Click Save 1st)
SAVE CHECKS - Push button - Used to save.
SAVE NOTES - Push button - Used to save.
SAVE MISC NOTES - Push button - Used to save.
CATEGORIES - Push button - See categories section of this manual for details.
SET DATE / CLEAR DATE - Used to set 'end of life' date in the equipment file
DUPLICATE - Push button - Use to duplicate the record. Click save and review all fields, click save again.
RETURN - Push button - Appears on page 2, use this to return to page 1.
Revised: 09/17/2018
Monthly Report - Charge Back Report (top)
Path:
a. Repairs > Monthly Report
b. Special Reports > Monthly Report
c. *MR or *173
Overview:
The Charge Back Monthly report prints a summary for each department, a summary for the facility with one line per department. (
The text version prints 2 lines.) Only items that were started and completed in the specified period are reported.
Miscellaneous:
Charge Back Report, in mPro3 for Windows is referred to as Report A.
CHARGE BACK REPORT OPTIONS - Select any of the following:
include $0 cost center charges - Include cost centers with $0.
allover $500under $500 - This applies to an individual work order.
print final summary pages only - This is used for Facilities or Biomed use and accounting. If not checked the system will print one page for
each department or whatever is selected in the Print By.
skip ARC cost centers -Skip archived cost centers.
print invoice (for "Print by" "Cost Centers / Departments" only)
skip printing of labor and material amounts - Do not print labor and material amounts.
print summary by cost center # as well as cost center key
print parameter page - The criteria entered for the report.
exclude year-to-date figures from report
show prior period completed items (repairs & inspections completed in, but initiated before period) - To print "backlogged"
items - items created in prior periods, but completed in the current reporting period. This will list work orders closed for each cost
center, or trade, etc.
Print By: - Select the appropriate sort from the drop down menu.
Cost Center Type - Enter the appropriate Cost Center Type range.
Recharge - Use this only if you want only the recharge cost centers or departments to print. Specify "R"
in starting and ending range. You should have entered this in the department file as well.
FINAL SUMMARY PAGE:
The Final Summary pages always print by cost center name regardless if the 'Print By' is department or cost center.
See pages 2/3 below for an example
|
SOMERSET HILLS MED CTR & ORTHOPAEDIC HOSPITAL for 05/01/2014 to 05/31/2014
|
06/02/2014 20:21:38
|
|
Monthly Report A RECHARGES for CLINICAL ENGINEERING
|
|
|
|
|
YEAR-TO-DATE |
THIS PERIOD |
PRIOR PERIODS |
TOTAL |
EMPLOYEE |
VENDOR |
|
NUMBER OF REPAIRS OPENED
|
40
|
18
|
0
|
18
|
18
|
0
|
|
|
NUMBER OF REPAIRS COMPLETED
|
40
|
18
|
0
|
18
|
18
|
0
|
|
|
NUMBER OF INSPECTIONS OPENED
|
102
|
9
|
2
|
11
|
|
|
|
|
NUMBER OF INSPECTIONS COMPLETED
|
107
|
9
|
2
|
11
|
|
|
|
|
PERCENT INSPECTIONS INCOMPLETE
|
-4.90
|
0.00
|
0.00
|
0.00
|
|
|
|
|
PERCENT INSPECTIONS COMPLETE
|
104.90
|
100.00
|
100.00
|
100.00
|
|
|
|
|
|
NUMBER OF REG.REPAIR HOURS
|
nr
|
7.45
|
0.00
|
7.45
|
|
|
|
|
NUMBER OF OVERTIME " HOURS
|
nr
|
0.00
|
0.00
|
0.00
|
|
|
|
|
NUMBER OF PREMIUM " HOURS
|
nr
|
0.00
|
0.00
|
0.00
|
|
|
|
|
TOTAL OF REPAIR HOURS
|
24.65
|
7.45
|
0.00
|
7.45
|
|
|
|
|
ESTIMATED REPAIR HOURS
|
nr
|
0.00
|
0.00
|
0.00
|
|
|
|
|
|
NUMBER OF REG.INSPCT HOURS
|
nr
|
5.75
|
0.66
|
6.41
|
|
|
|
|
NUMBER OF PREMIUM " HOURS
|
nr
|
0.00
|
0.00
|
0.00
|
|
|
|
|
NUMBER OF OVERTIME " HOURS
|
nr
|
0.00
|
0.00
|
0.00
|
|
|
|
|
TOTAL OF INSPECTION HOURS
|
41.91
|
5.75
|
0.66
|
6.41
|
|
|
|
|
ESTIMATED INSPECTION HOURS
|
nr
|
5.00
|
0.50
|
5.50
|
|
|
|
|
|
VALUE OF REPAIR MATERIALS
|
$ 541.68
|
$ 27.52
|
$ 0.00
|
$ 27.52
|
$ 27.52
|
$ 0.00
|
|
|
VALUE OF INSPECTION MATERIALS
|
$ 0.00
|
$ 0.00
|
$ 0.00
|
$ 0.00
|
$ 0.00
|
$ 0.00
|
|
|
VALUE OF TOTAL MATERIALS
|
$ 541.68
|
$ 27.52
|
$ 0.00
|
$ 27.52
|
$ 27.52
|
$ 0.00
|
|
|
|
VALUE OF REPAIR LABOR
|
$ 1,972.03
|
$ 596.00
|
$ 0.00
|
$ 596.00
|
$ 596.00
|
$ 0.00
|
|
|
VALUE OF INSPECTION LABOR
|
$ 3,318.28
|
$ 460.00
|
$ 178.33
|
$ 638.33
|
$ 513.33
|
$ 125.00
|
|
|
VALUE OF TOTAL LABOR
|
$ 5,290.31
|
$ 1,056.00
|
$ 178.33
|
$ 1,234.33
|
$ 1,109.33
|
$ 125.00
|
|
|
TOTAL # OF UNITS IN SYSTEM (from CC file)
|
789
|
nr = not recorded
|
|
SOMERSET HILLS MED CTR & ORTHOPAEDIC HOSPITAL
|
06/02/2014 20:21:38
|
|
Monthly Report A RECHARGES for 05/01/2014 to 05/31/2014
|
|
| |
|
REPAIRS
|
|
TIME
|
LABOR
|
MATERIAL
|
|
|
|
INSPECTIONS
|
|
TIME
|
LABOR
|
MATERIAL
|
|
|
|
|
SMBP 12TH STREET
|
SO9B
|
3.3
|
$ 266.67
|
$ 0.00
|
0.0
|
0.00
|
0.00
|
$ 266.67
|
|
SMBP PLAZA 1501
|
SO1C
|
0.0
|
$ 0.00
|
$ 0.00
|
1.2
|
100.00
|
0.00
|
$ 100.00
|
|
SMBP PLAZA 1502
|
SO1C
|
0.0
|
$ 0.00
|
$ 0.00
|
0.2
|
20.00
|
0.00
|
$ 20.00
|
|
SMBP SJ WEST 1070
|
SU7B
|
0.0
|
$ 0.00
|
$ 0.00
|
1.0
|
80.00
|
0.00
|
$ 80.00
|
|
SMBP SJ WEST 370W
|
SO1D
|
2.1
|
$ 169.33
|
$ 13.76
|
0.2
|
20.00
|
0.00
|
$ 203.09
|
|
SMBP SJ WEST 380W
|
SO1D
|
1.0
|
$ 80.00
|
$ 13.76
|
3.0
|
240.00
|
0.00
|
$ 333.76
|
|
SMBP WILSHIRE
|
SOM2
|
0.0
|
$ 0.00
|
$ 0.00
|
0.1
|
138.33
|
0.00
|
$ 138.33
|
|
UCLL SM ORTHOPAEDIC CENTER
|
OT62
|
1.0
|
$ 80.00
|
$ 0.00
|
0.5
|
40.00
|
0.00
|
$ 120.00
|
|
|
|
|
|
|
|
|
|
|
|
|
|
7.4
|
$ 596.00
|
$ 27.52
|
6.4
|
$ 638.33
|
$ 0.00
|
$ 1,261.85
|
|
SOMERSET HILLS MED CTR & ORTHOPAEDIC HOSPITAL
|
06/02/2014 20:21:38
|
|
Monthly Report A RECHARGES for 05/01/2014 to 05/31/2014
|
|
|
|
|
INSPECTIONS
|
INSPECTIONS
|
PERCENT
|
REPAIRS
|
REPAIRS
|
PERCENT
|
|
|
|
OPENED
|
CLOSED
|
CLOSED
|
OPENED
|
CLOSED
|
CLOSED
|
|
|
|
|
|
|
|
|
|
|
SMBP 12TH STREET
|
SO9B
|
0
|
0
|
0
|
13
|
13
|
100
|
|
SMBP PLAZA 1501
|
SO1C
|
3
|
3
|
100
|
0
|
0
|
0
|
|
SMBP PLAZA 1502
|
SO1C
|
1
|
1
|
100
|
0
|
0
|
0
|
|
SMBP SJ WEST 1070
|
SU7B
|
1
|
1
|
100
|
0
|
0
|
0
|
|
SMBP SJ WEST 370W
|
SO1D
|
1
|
1
|
100
|
2
|
2
|
100
|
|
SMBP SJ WEST 380W
|
SO1D
|
3
|
3
|
100
|
1
|
1
|
100
|
|
SMBP WILSHIRE
|
SOM2
|
0
|
0
|
0
|
0
|
0
|
0
|
|
UCLL SM ORTHOPAEDIC CENTER
|
OT62
|
0
|
0
|
0
|
2
|
2
|
100
|
|
|
|
|
|
|
|
|
|
|
|
|
|
9
|
9
|
100
|
18
|
18
|
100
|
|
SOMERSET HILLS MED CTR & ORTHOPAEDIC HOSPITAL
|
06/02/2014 20:21:38
|
|
Monthly Report A RECHARGES for 05/01/2014 to 05/31/2014
|
|
| |
|
REPAIRS
|
|
TIME
|
LABOR
|
MATERIAL
|
|
|
|
INSPECTIONS
|
|
TIME
|
LABOR
|
MATERIAL
|
|
|
|
|
UCLL SM ORTHOPAEDIC CENTER
|
OT62
|
1.0
|
$ 80.00
|
$ 0.00
|
0.5
|
40.00
|
0.00
|
$ 120.00
|
|
SMBP PLAZA 1501
|
SO1C
|
0.0
|
$ 0.00
|
$ 0.00
|
1.2
|
100.00
|
0.00
|
$ 100.00
|
|
SMBP PLAZA 1502
|
SO1C
|
0.0
|
$ 0.00
|
$ 0.00
|
0.2
|
20.00
|
0.00
|
$ 20.00
|
|
SMBP SJ WEST 370W
|
SO1D
|
2.1
|
$ 169.33
|
$ 13.76
|
0.2
|
20.00
|
0.00
|
$ 203.09
|
|
SMBP SJ WEST 380W
|
SO1D
|
1.0
|
$ 80.00
|
$ 13.76
|
3.0
|
240.00
|
0.00
|
$ 333.76
|
|
SMBP 12TH STREET
|
SO9B
|
3.3
|
$ 266.67
|
$ 0.00
|
0.0
|
0.00
|
0.00
|
$ 266.67
|
|
SMBP WILSHIRE
|
SOM2
|
0.0
|
$ 0.00
|
$ 0.00
|
0.1
|
138.33
|
0.00
|
$ 138.33
|
|
SMBP SJ WEST 1070
|
SU7B
|
0.0
|
$ 0.00
|
$ 0.00
|
1.0
|
80.00
|
0.00
|
$ 80.00
|
|
|
|
|
|
|
|
|
|
|
|
|
|
7.4
|
$ 596.00
|
$ 27.52
|
6.4
|
$ 638.33
|
$ 0.00
|
$ 1,261.85
|
|
SOMERSET HILLS MED CTR & ORTHOPAEDIC HOSPITAL
|
06/02/2014 20:21:38
|
|
Monthly Report A RECHARGES for 05/01/2014 to 05/31/2014
|
|
|
|
|
INSPECTIONS
|
INSPECTIONS
|
PERCENT
|
REPAIRS
|
REPAIRS
|
PERCENT
|
|
|
|
OPENED
|
CLOSED
|
CLOSED
|
OPENED
|
CLOSED
|
CLOSED
|
|
|
|
|
|
|
|
|
|
|
SMBP 12TH STREET
|
SO9B
|
0
|
0
|
0
|
13
|
13
|
100
|
|
SMBP PLAZA 1501
|
SO1C
|
3
|
3
|
100
|
0
|
0
|
0
|
|
SMBP PLAZA 1502
|
SO1C
|
1
|
1
|
100
|
0
|
0
|
0
|
|
SMBP SJ WEST 1070
|
SU7B
|
1
|
1
|
100
|
0
|
0
|
0
|
|
SMBP SJ WEST 370W
|
SO1D
|
1
|
1
|
100
|
2
|
2
|
100
|
|
SMBP SJ WEST 380W
|
SO1D
|
3
|
3
|
100
|
1
|
1
|
100
|
|
SMBP WILSHIRE
|
SOM2
|
0
|
0
|
0
|
0
|
0
|
0
|
|
UCLL SM ORTHOPAEDIC CENTER
|
OT62
|
0
|
0
|
0
|
2
|
2
|
100
|
|
|
|
|
|
|
|
|
|
|
|
|
|
9
|
9
|
100
|
18
|
18
|
100
|
Reports/Lists:
Excel - Line column definitions:
| Repair Time | MRT |
| Repair Labor | MRL |
| Repair Material | MRM |
| Inspection Time | MIT |
| Inspection Labor | MIL |
| Inspection Material | MIM |
Revised: 10/13/2014
Monthly Report - General Information (top)
Overview:
The Charge Back and Environment of Care/Safety Reports, are summaries of all work orders opened & closed in the requested month. These reports
should be run at the end of each month after all work orders have been closed or within the first few days of the following month before new work orders are closed. The data comes from workord.dbf.
Menu Options Available
Charge Back Report:
Charge Back Report, in mPro3 for Windows is referred to as Report A.
The Charge Back Monthly report prints a summary for each department, a summary for the facility with one line per department. (The text version prints 2 lines.) Only items that were started and completed in the specified period are reported.
Environment of Care/Safety Report:
Safety Report, in mPro3 for Windows is referred to as Report B or Acute Care Report.
This report summarizes work orders completed for the specified parameters and prints a one page summary for the categories
"Scheduled maintenance", "Unscheduled Maintenance", and "Other".
Miscellaneous:
Counts are based on the first closing.
Field Descriptions:
DATE RECEIVED - Enter the Starting and Ending date range for which you wish to print a report. The date range is used to compare the
date received and date completed fields of work orders to determine if they are to be included in the report.
The Date Range is a required field. Required fields are noted on all Report screens by Bold, Green Letters.
If the date range exceeds the 'Max Days' field the system will respond with a warning message (Date Range exceeds Max Days). The user has
the opportunity to change the 'Max Days' field or the Date Received range.
DEPARTMENT - Select the appropriate Department range from the drop down menu.
RISK - Select the appropriate Risk range.
MAX DAYS - This field is used in conjunction with the Date Received Starting and Ending Range. When the search exceeds the Max Days the system will respond with a warning message (Date Range exceeds Max Days). The user has the opportunity to change the 'Max Days' field or the Date Received range. This parameter allows the user to verify a large date range prior to running the report.
CHARGE BACK REPORT, ENVIRONMENT OF CARE/SAFETY REPORT - Select the appropriate radio button for the report you wish to run.
PRINT DETAIL - To print the detail, mark the check box "print detail" on the window. Prints each work order
INCLUDE SERVICE HISTORY DETAIL - The report will include service history detail. To print the service history detail mark the check box.
Revised: 12/12/2019
Monthly Report - Environment of Care/Safety Report (top)
Path:
a. Repairs > Monthly Report (*MR or *173)
b. Special Reports > Monthly Report (*MR or *173)
Overview:
This 'Environment of Care/Safety Report' report provides a one page summary report for Scheduled Maintenance (inspections) and REPAIRS/SERVICE ORDERS for a specified period of time, usually one month. This report takes all data from the repair/inspection/work order file.
Miscellaneous:
The 'Safety Report' in some cases the report is referred to as 'Report B' or 'Acute Care Report'.
This monthly report looks at the current month OPENED and LAST employee closed on the work order.
Information is pulled from the work order file except when the 'Include service history detail' check box is enabled.
Environment of Care/Safety Report creation Radio Buttons and Check Boxes:
- Radio button Default is Safety Report
- print detail - Used to show order detail on the report.
- Include service history detail - Used to show service history detail on the report.
ENVIRONMENT OF CARE/SAFETY REPORT OPTIONS (Check Boxes):
- print class & department detail
- print parameter page - Report will list the criteria entered to create the report
- exclude Incoming Inspections (QA category 8) from inspection count
See 'Key to report calculations by line' below to view the effect using this check box has on the report.
- print for each facility range *
- print for each cost center in range
* print for each facility/cost center in range cannot both be checked
- include lines for life support (function score=10) and high risk ____ to ____ (17-20)
Note: User may specify the high risk range.
The report will include the following lines:
The 3 lines below will report only work orders with the Function Score field of 10
PM'S SCHEDULED - LIFE SUPPORT
PM'S COMPLETED - LIFE SUPPORT
PM'S COMPLETION RATE - LIFE SUPPORT
The 3 lines below will report work orders with the risk field set to 17 through 20
PM'S SCHEDULED - NON-LIFE SUPPORT
PM'S COMPLETED - NON-LIFE SUPPORT
PM'S COMPLETION RATE - NON-LIFE SUPPORT
Some equipment may be life support (function score 10) and high risk (risk 17 - 20) in that scenario they would show up in both sections (counted in both sections)
- include lines for high risk (function score=10), exclude In storage and Other incompletes, Unable to PM%, No Equipment
- previous period inspections completed should include last month only
- Include lines for high risk
- Include a line for Compliance Opened (QA 5)
- Include lines for Failure Type. See Failure Type section in this manual for details.
- Include service code 1700 Equipment Not Located, 1701 Equipment Not Available, Other QA 7 as a completed order
The report numbers for a given period should always look the same ASSUMING that all data entry is complete.
For example, let's say on August 1 you run the report for July 1 to July 31
Then on Sept 1 your run the report again for July 1 to July 31.
All the numbers should be the same with the exception of:
PM'S COMPLETED (after period ended)
PM'S STILL OPEN
REPAIRS/SERVICE ORDERS STILL OPEN
The report completed #'s will never change in the future. Repairs completed on orders after the period ends IS NOT reflected in this report. You can run the work statistics report to see work completed after the period ends.
---------------------------------------- Below is a sample Report and key to calculations by line. ----------------------------------------
| |
SOMERSET HILLS HOSPITAL AND MEDICAL CTR. |
|
|
| |
FACILITIES / BIOMEDICAL DEPT. |
|
|
| |
MONTHLY REPORT |
|
|
| |
07/01/2014 TO 07/31/2014 |
|
|
| |
SCHEDULED MAINTENANCE |
|
|
| A |
PM'S SCHEDULED |
37 |
|
| B |
PM'S COMPLETED |
3 |
|
| C |
PM'S COMPLETION RATE |
8.10 |
|
| D |
PM'S COMPLETED (from previous periods) |
16 |
|
| E |
PM'S COMPLETED (after period ended) |
14 |
|
| F |
FAILED AND CORRECTED PM'S |
0 |
|
| G |
FAILED PM AND CORRECTED PM'S (% OF SCHEDULED) |
0.00 |
|
| H |
UNABLE TO PM (% OF SCHEDULED) |
0.00 |
|
| I |
IN STORAGE (TOTAL) |
0 |
|
| J |
IN STORAGE (% OF SCHEDULED) |
0.00 |
|
| K |
IN USE/UNAVAILABLE (TOTAL) |
0 |
|
| L |
IN USE/UNAVAILABLE (% OF SCHEDULED) |
0.00 |
|
| M |
COULDN'T FIND (TOTAL) |
0 |
|
| N |
COULDN'T FIND (% OF SCHEDULED) |
0.00 |
|
| O |
OTHER INCOMPLETES (TOTAL) |
0 |
|
| P |
OTHER (% OF SCHEDULED) |
0.00 |
|
| Q |
ACCEPTANCES |
0 |
|
| R |
INCOMPLETES (completed after period) |
1 |
|
| S |
PM'S STILL OPEN & IN USE/COULDN'T FIND |
20 |
|
| T |
PM'S STILL OPEN |
20 |
|
| U |
PM'S STILL OPEN HOURS |
20 |
|
| V |
NO. OF EQUIP WITH NEXT INSPECTION DATE |
38 |
|
| |
|
|
|
| |
REPAIRS/SERVICE ORDERS |
|
|
| AA |
REPAIRS/SERVICE ORDERS RECEIVED |
42 |
|
| BB |
REPAIRS/SERVICE ORDERS COMPLETED |
34 |
|
| CC |
REPAIRS/SERVICE PERCENT COMPLETED |
80.95 |
|
| DD |
COMPLETED AFTER PERIOD ENDED |
0 |
|
| EE |
COMPLETED FROM PREVIOUS PERIODS |
7 |
|
| FF |
NO PROBLEM FOUND(TOTAL) |
0 |
|
| GG |
NO PROBLEM FOUND (% OF COMPLETION) |
0.00 |
|
| HH |
USE ERROR (TOTAL) |
0 |
|
| II |
USE ERROR (% OF COMPLETION) |
0 |
|
| JJ |
STAFF DAMAGE (DOLLARS) |
0 |
|
| KK |
STAFF DAMAGE (OCCURRENCES) |
0 |
|
| LL |
AVERAGE REPAIR TIME IN DAYS |
6 |
|
| MM |
REPAIRS/SERVICE ORDERS STILL OPEN |
5 |
|
| |
|
|
|
| |
OTHER WORK |
|
|
| NN |
TRAININGS PROVIDED TO CLINICAL STAFF |
0 |
|
| OO |
TRAININGS PROVIDED TO OUR STAFF |
0 |
|
| PP |
EQUIPMENT INCIDENTS |
0 |
|
| QQ |
SPECIFIC HAZARDS AND RECALLS |
0 |
|
| RR |
NEW EQUIPMENT ADDED TO INVENTORY |
0 |
|
| SS |
EQUIPMENT DELETED FROM INVENTORY |
0 |
|
| TT |
PROJECT TIME |
0.00 |
|
pm's completion rate=pm's completed/pm's scheduled
failed and corrected included in PM's completed
unable to pm = in storage+in use+couldn't find+other incompletes
---------------------------------------- Key to report calculations by line: ---------------------------------------- ----------------------------------------
SCHEDULED MAINTENANCE:
A = PM'S SCHEDULED (area and equipment pm's)- (QA Codes 4,6,7,8)QA category 8 has an option to be excluded when running report
This count may change during the month due to Repair Work orders being closed with a PM QA category.
Examples:
- Incoming Inspections
- Equipment - Was unable to locate and is now found and need to do an inspection.
- Equipment - Moved from one department to another and internal procedures require an inspection.
----------------------------------------
Below is a brief synopsis of how the PM's numbers will add up when using the check box 'exclude Incoming Inspections (QA category 8) from inspection count' (Is check marked).
Add the following:
- PM'S COMPLETED
- PM'S COMPLETED (after period ended)
- IN STORAGE
- IN USE/UNAVAILABLE
- COULDN'T FIND
- OTHER INCOMPLETES
- PM'S STILL OPEN
Subtract the following:
- PM'S STILL OPEN & IN USE/COULDN'T FIND
This will equal PM'S SCHEDULED
----------------------------------------
B = PM'S COMPLETED (closed with QA Codes 4,6,or 8)
C = PM'S COMPLETIONS RATE - PM'S COMPLETED divided by PM'S SCHEDULED or B divided by C
D = PM's COMPLETED (from previous periods) - Closed with QA cat 6 (These are from past periods, closed this period)
E = PM's COMPLETED (after period ended) - Closed with QA cat 6 (These are from this period, but closed after period ended)
F = FAILED AND CORRECTED PM QA Code 4 (this manual had said Code 7, revised this date 9/24/01)
G = FAILED PM % (F divided by A)
H = UNABLE TO PM This is IN STORAGE + IN USE + COULDN'T FIND + OTHER INCOMPLETES, otherwise as I+K+M+O (See below) divided by PM'S SCHEDULED (A).
I = (1703) IN STORAGE - QA code 7 and service code 1703
J = IN STORAGE (% OF SCHEDULED) I divided by A
K = (1701) IN USE (TOTAL) - QA code 7 and service code 1701
L = IN USE (% OF SCHEDULED) L divided by A
M = (1700) COULDN'T FIND (TOTAL) - QA code 7 and service code 1700
- Work orders must have a closing date to appear on report.
- See setup flag F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing; You may want to change your setting.
N = COULDN'T FIND (% OF SCHEDULED) M divided by A
O = OTHER INCOMPLETES - Inspections closed with QA cat 7 EXCLUDING 1703, 1701, 1700. (QA 7 in the Work Order file.)
P = OTHER INCOMPLETES - % O divided by A.
Q = ACCEPTANCES - QA Code 8, Incoming Inspections
R = INCOMPLETES (completed after period) (captures # of incompletes in month X that were completed in month X+1 OR greater)
S = PM's STILL OPEN & IN USE/COULDN'T FIND - QA code 7 that are still open in the period. Service codes 1700/1701 only.
T = PM's STILL OPEN - QA Codes 4,6,7,8 that are still open 'In the Period'
PMs Still Open is calculated for example:
PMs Completed + (plus)
PMs Completed after Period Ended = (equals)
Total PMs Completed
PMs Scheduled - (minus)
Total PMs Completed = (equals)
PMs Still Open
Note:
'PM's Still Open' are PM's open as of the day the report is run through the ending date requested when running the report.
So let's say you are running the report on 1/10/2009 for November 1-30, 2008
The 'PM's Still Open' are PM's open as of 1/10/2009 created before Nov 30,2008
U = PM'S STILL OPEN HOURS - Calculated using standard time on Open PM's
V = NO. OF EQUIP WITH NEXT INSPECTION DATE - This is the total number of equipment that has the 'Next Inspection Date' field populated and IS ALWAYS for the entire system; not the parameters selected.
---------------------------------------- ----------------------------------------
The scheduled maintenance section of the report should balance out in 1 of 2 ways
Option 1:
(assuming that the "in use" and "couldn't find" are OPEN:
Line A=B+E+I+O+R (scheduled=completed+completed after period ended+in storage+other incompletes+pm's still open)
Option 2:
(assuming that the "in use" and "couldn't find" are CLOSED):
Line A=B+E+I+K+M+O+R
(scheduled=completed+completed after period ended+in storage+in use+couldn't find+other incompletes+pm's still open)
(In the above example the IN USE and COULDN'T FIND are CLOSED so must be added in)
If you have some IN USE and COULDN'T find that are OPEN and CLOSED, THE REPORT WILL NOT BALANCE OUT.
Note: The line "Inspections completed (after period ended) " may be incorrect because some "in use" and "couldn't find" may not be closed out.
---------------------------------------- ---------------------------------------- ----------------------------------------
REPAIR/SERVICE ORDERS:
AA = REPAIRS/SERVICE ORDERS RECEIVED (QA Code=2 and 3)
BB = REPAIRS/SERVICE ORDERS COMPLETED(QA Code=2 and 3)
CC = REPAIR/SERVICE PERCENT COMPLETED
DD = COMPLETED AFTER PERIOD ENDED
EE = COMPLETED FROM OTHER PERIODS
FF = NO PROBLEM FOUND (TOTAL) (QA code 9)
GG = NO PROBLEM FOUND (% OF COMPLETION)
HH = USE ERROR TOTAL (QA code 11 -- All codes except for Staff Damage service codes 1100,1104,1106,1109
II = USE ERROR (% OF COMPLETION)
JJ = STAFF DAMAGE (DOLLARS)
KK = STAFF DAMAGE(OCCURENCES) (QA code 11 -- Staff Damage service codes 1100,1104,1106,1109
LL = AVERAGE REPAIR TIME IN DAYS
MM = REPAIR/SERVICE ORDERS STILL OPEN - Is all repairs open as of the day the report is run through the ending date requested when running the report.
Example:
I run the report on January 10, 2009 for November 1 to 30 2008.
The line item will so Repairs Still Open as of January 10, 2009 but created before November 30, 2008.
---------------------------------------- ---------------------------------------- ----------------------------------------
OTHER WORK:
NN = TRAINING CLINICAL STAFF (QA code 13)
OO = TRAININGS PROVIDED TO OUR STAFF (xx)
PP = EQUIPMENT INCIDENTS (QA code 5 and service code 1254 or 1255)
QQ = SPECIFIC HAZARDS AND RECALLS (QA code 5 except equipment incidents)
RR = NEW EQUIPMENT ADDED TO INVENTORY (service code 1800,1812)
SS = EQUIPMENT DELETED FROM INVENTORY (service codes 1429 or 1649):
- Data comes from the Service History file.
- This line counts closed work orders that have the service code 1429 - Repair (removed from inventory/QA=1) or 1649 - PM (equipment archived/QA=6).
- When 'Closing' the Work Order, the service code 1429 or 1649 has to be in the 1st place Action box (Action/Service)
for count to appear on the monthly report.
Example Action/Service = 1429. You may put other service codes in Noun A or B.
See Equipment To Be Archived (Inactivated) - Automatic Process for details.
TT = PROJECT TIME (QA code 12)
---------------------------------------- Notes ---------------------------------------- ----------------------------------------
The REPAIRS/SERVICE ORDERS section does not balance out.
Several QA categories are not included i.e. Project and Administrative orders are not shown here.
Push-button/Check Box/Links:
See Miscellaneous section above for Creation and Safety Report Options (radio buttons / check boxes).
CHARGE BACK REPORT - Radio Button - Used to create the Charge Back Report - See section in this manual.
CREATE REPORT - Push-Button - Will create report dependent upon 'Charge Back Report' or 'Safety Report' Radio button selected.
PAGE 2 - Push-Button - Forwards the screen to page 2 for more criteria selection.
Revised: 12/12/2019
Monthly procedures (top)
It is suggested that you run the following reports at the end of the month.
These next 6 are considered the bare minimum.
- Monthly Report, Charge Back Report - by cost centers (from Repairs menu under Monthly Report)
- Monthly Report, Safety Report - (from Repairs menu under Monthly Report)
- Employee Accountability Report - (from Accountability menu)
- Open Inspection report - (from Inspections menu called Inspection Report)
- Open Repair report - (from Repair menu)
- Missed Inspection Report
There are several other reports you may want to run.
Repair Quality Assurance - (from Accountability menu)
Inspection QA report - (from Accountability menu)
Work Statistics - (from Special Reports menu)
Inspection Aging - (from Inspections menu then under Reports)
Other monthly items:
Clear monthly billings (this is only if you have blanket orders).
Revised: 03/22/2017
My mPro3 (top)
Path:
My mPro3
Overview:
This section gives access to user specific options.
User must have these pages in their user group to use these options. See your administrator for assistance.
Menu Options Available:
- AFTER LOG IN REPORTS:
Refreshes the login reports available on the mPro3 home page.
- CHANGE PASSWORD:
Allows user to change their password. See Change Password for details.
- DAILY QUESTION:
Used by managers as a training tool. See Daily Question for details.
- MESSAGES:
Send a message to one or all mPro3 users etc. See Messages for details.
- MY OPEN ORDERS
Get a list of Open Orders. See Open Orders for details.
- PAGE LIST (Links Page)
The system will display a list of all pages available to your user account, with the option to show report pages only. See Page List for other details.
- REMINDER:
Send an email/text/mPro3 Screen, or work order reminder.Reminder / Messaging Systems
- MY SETTINGS:
Display deleted records in drop down lists, Dashboard and Fact display settings . Check mark to activate this function.
See My Settings / User Settings for details.
Revised: 08/12/2016
My Settings / User Settings (top)
Path:
My mPro3 > My Settings
Overview:
This section defines settings that are specific to the logged in user.
Process Flow:
Check mark to activate these functions.
Display deleted records in drop down lists
Do not show new repairs on dashboard (if unchecked shows last 2 days only)
Do not show pm completion chart on dashboard
Do not show facts on dashboard
If showing new repairs on dashboard, then show ALL open repairs
Revised: 08/29/2016
New Acceptance Form (Equipment Acceptance File/Form) (top)
Path:
- Equipment > New Acceptance Form
- *353
See Equipment Acceptance (General Information) -and- Equipment Acceptance Form/File for details.
Revised: 05/08/2014
New Record (top)
Path:
New Record (from the main menu)
Overview:
Select the appropriate file from the drop down menu and click the Submit push-button. This will bring you to the show screen for that file.
Make the appropriate entries and click save.
The dropdown list is based on privileges assigned in the user file, not if the user has the page on their profile.
Revised: 07/15/2014
Next Inspection Date Utility (top)
Under special utilities set next inspection date is a note that reads
(run after the 22nd only).
If you run it before the 22nd, monthly, quarterly, semi-annual, yearly pm's that came out in march that now have future dates, the next inspection date will be reset to march 04.
For example. Let's say you had a pump that has a semi-annual inspection due in March and September, When you create the PM's for march, the pm comes the next inspection date will get set to September 15, 2004 (or something close to that). If you run this utility it would set it back to march 15, 2004.
The reason for this is that we generally set the inspections to come out for the middle of the month. That's why we use week 3 for January instead week 1. That's because week 1 could be part of December.
I know this is a bit confusing. Please call if you need further clarification.
Note: You can sometimes get around this problem:
Exit mPro3
move the date ahead on your computer
go back into mPro3 and run the utility
exit mPro3
reset your date
You can only do this if the your computer allows you to reset the date.
On some systems you can't.
Revised: 03/11/2004
Open Orders (top)
Path:
Repairs > Open Orders >
Overview:
This option is designed to view repairs / inspections and allows you to change some data fields.
Warning:
If a user has access this page, they are able change some of the data fields in the work order file even though user privileges may be set to Zero or 1.
If you don't want a user to have the ability to make changes have them run a Repair/Inspection or Display Data report to view their Open Orders.
Flags And/Or Security Settings:
User file flag "Show risk/priority late repair notices on Login" - Used when clicking the Display push-button for 'High Risk/Priority late repair orders'. See Reports/Lists section below.
Miscellaneous:
- Keys in the User & Employee files must match for Employee open orders to appear for an Employee.
- If a date is entered in the 'Completed' field, the system will mark the work order as completed and no history will be entered in the service history file. This may be used for duplicate work orders or an order where the user does not want service history. It is recommended that you fill the order status with ‘CLOSED’
- The blue 'C' Text link does not appear if user does not have access to closings.
- You can also use the utility 'Remove or Assign Work Order' - to assign Work Orders to an employee.
Process Flow:
- On the find screen, define search criteria from the date range and drop down menus.
- In this example Select the 'All open orders' push-button.
- The system will display selected fields from the work order file.
- Users with the appropriate security level will be able to change the Date Completed, Employee, Est. Complete, Order status, and
employee and Services Requested field.
- When changes are complete click the 'Save and Continue' push-button. Return will take you to the find screen.
Warning:
Any changes made in the Open Orders screen will overwrite any changes/closings that are done in the interim when the 'Save and Continue' push button is used.
Push-button / Check box / Links:
PAGE 2 - Push-button - Select to view more search criteria
OPEN ORDERS FOR USERS - Push-button - Select to view the open orders for the user that is logging in on this session.
ALL OPEN ORDERS - Push-button - Select to see all open orders.
DISPLAY - Push-button - See Reports & Lists section below.
ALL OPEN ORDERS REPORT FOR USER - Push-button - See Reports & Lists section below.
UNASSIGNED OPEN ORDERS - Push-button - Reports all unassigned work orders except those with the QA categories of 4,6,7.
(4=Failed Inspections, 6=Inspections, 7=Incomplete Inspections)
SAVE AND CONTINUE - Push-button - Saves any changes entered, then system proceeds to the next set of records until no more records are found.
RETURN - Push-button - Returns the user to the Find Screen.
Blue 'ORDER NUMBER' - Text Link - forwards user to the Repair/Inspection orders file.
Blue 'C' - Text Link - forwards user to the Closing menu option. See the Miscellaneous section above.
Reports/Lists:
DISPLAY - Push-button - The system will create a report listing the risks/priorities entered in the setup file. Click the link that appears to view the report.
Notes:
This displays the risks/priorities entered in the setup file and will only be displayed if the flag is checked in the user file.
See Setup file page 1, Risk and Priority 1 and 2.
See User file flag "Show risk/priority late repair notices on Login".
The link will only appear if the above criteria are met.
ALL OPEN ORDERS RESPORT FOR USER - A pop-up window will appear with a report of open orders for the user logged in.
Revised: 07/16/2014
Open Orders - email Employee Repair Report automatically (top)
Path:
Look up Tables> Employee
Overview:
The system can automatically send a Repair Report to an employee by defining the email address and activating the option in the employee file. A special job runs automatically at 5 am, gathers the data then sends the report.
EMAIL OPEN REPAIRS DAILY - Mark the check box and enter an email address to activate.
EMAIL - Enter employee's email - see below
- You may enter 2 email addresses as such: ken@hotmail.com,ken@yahoo.com
- If entering 3 or more, create a group / put all emails except 1 in the group.
Enter as: group1,ken@hotmail.com
Revised: 08/14/2013
Use Error (top)
Procedure for documenting Use Error.
- Open a work order (use Repair/inspection order) with problem stated as originally called in by staff. The employees name and location must be typed into the "Requested by" field.
- Close work order with code #1100 to 1111 (QA Category 11).
1100 IMPROPER CARE
1101 IMPROPER USE OF CONTROL
1102 IMPROPER USE OF EQUIP
1103 CONTAMINATED
1104 UNIT DAMAGED
1105 IMPROPER USE OF ACCESSORIES
1106 UNIT DROPPED
1107 PATIENT ABUSE
1108 UNIT UNPLUGGED
1109 SPILLED FLUID
1110 IMPROPER PATIENT PREP
1111 USE ERROR
- Close the work order again with code #1300 to 1302 (QA Category 13). In the notes field describe the actual training provided.
1300 STAFF INSTRUCTION
1301 STAFF INSTRUCTION/ PHONE
1302 IN-SERVICE
- Please close the work order twice, not twice on the same closing screen. The two codes fall into different QA categories and for the
In-Service Report to work there must be two independent closings.
Revised: 06/05/2017
Order Form (Details) (top)
Path:
a. Print push-button in a repair or inspection order > select Order Form
b. Inspections > print Inspection Forms
Overview:
The order form is generally given to the technician to complete the service call.
It assists the user in knowing where the data comes from.
Field/Form Descriptions:
WEEK DUE - This field displays the Inspection Week
Example 29 Jul - Means Inspection Week 29 in the month of July.
a. 'Week Due' data comes from 'Repair Inspection Order' 'Inspt. Week' field.
b. 'Inspt. Week' field data comes from the 'Equipment' file - 'Cycle Week' + /if any 'Interval Overrides'.
INSPECTION PROCEDURE SECTION
Text appears on the Order Form in this sequence, from the following Files/Fields:
- 'Checks' file --------------------------'Inspection check procedure' field.
- 'Class' file' ----------------------------'Inspection Notes' field in the (Page 2 toward bottom of screen)
- 'Equipment' file ---------------------'Notes' field in the (Bottom of Screen).
Note: If text goes past what is allowed on the form the system will create page two. Page two will contain the balance of the text.
Revised: 06/26/2007
Order Status Codes (top)
Overview:
The Order Status field is not used to determine if a work order is open or not. If the date completed field is filled in, then the work order is closed.
----------------------------------------
Order Status contains pre-filled in choices available from the drop down list:
Default 'Order Status Codes' (Hard Coded) are:
- OPEN
- CLOSED
- BEING SERVICED NOW
- OPEN - TRIED TO INSPECT
- PARTS ON ORDER
- OUT FOR REPAIR
- DEFERRED SERVICE
- VENDOR CALLED IN' or ; To be used for PM'S, Vendor training, and Generic closings.
- VENDOR CALLED IN FOR REPAIR'
----------------------------------------
You may define other Order Status codes by using Service Code number range of 1470 through 1489. These codes do the following:
- Display in Order Status drop down
- Add technician and date to Order Status
- Make entry in history, as all closings do
- QA Category for 1470 to 1489 are set to 1
- If site requires Order Status Codes not to be shown as Service Codes - There is a back door to prohibit use of code 1470 through 1489 as Service Codes so they display as Order Status options but cannot be used as Service Codes. (pgrm note: set qa to 99)
----------------------------------------
Parts Service codes that keep Order Status as open:
Service Codes 672 (Awaiting Parts) OR 1426 (Parts Ordered)
If a work order is closed with codes 672 or 1426, the status on the work order will be changed to 'PARTS ORDERED, EMPLOYEE, DATE' and the order will remain Open. i.e. Change the 'Date Completed' to blank. The system is set up this way.
If you don't do business in this fashion, you can delete 672 and/or 1426 service codes and create ones in the 9000 series.
----------------------------------------
Special case:
Scripps Biomed close with 1900 keeps pm open
----------------------------------------
Setup Flags that keep Order Status as open:
- F034 If close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing
When an inspection is closed and Setup Flag of F034 is active the system will change the Order Status to 'Open-tried to inspect', change the 'Date completed' to blank and update the QA category of the Work Order to 7 (Incomplete Inspection).
- F113 Subsequent closings on PMs override initial service code / QA category on work order. F034 must be set as well.
----------------------------------------
See Service Codes section for more details.
----------------------------------------
Flags And/Or Security Settings:
Can be used with Setup flag F018 - Send email on orders closed or status change except those done in Display Data/Browse. (MCS must install sendmail2.program first) (see F027 too)
Process Flow:
Create a new service code (STATUS CODE) 1478 with the description of 'Out of Sight':
- New Record > Select Service Code from the drop down list and click continue > Enter the Service Code number 1478 > Enter the Name Out of Sight
- 'Out of Sight' (Service code 1478) will now appear in the Order Status drop down menu.
View a list of service codes:
- Lists > Service Code Listing > Create Report
Revised: 12/18/2017
Order Types (top)
Order Types are used mainly for reference, and are secondary to QA Category codes for reporting purposes.
There are 5 defined order types used in mPro3. They are:
0 = Equipment Repair
1 = Equipment Inspection
2 = Area Inspection
3 = Area Repair
4 = Project
Repairs
0 = Equipment Repair
3 = Area Repair
Inspections
1 = Equipment Inspection
2 = Area Inspection
Equipment
0 = Equipment Repair
1 = Equipment Inspection
Areas
2 = Area Inspection
3 = Area Repair
Revised: 05/10/2013
PM's In A Month (top)
See Equipment Inspection Load section for details
Revised: 03/30/2010
Page List (top)
Path:
a. My mPro3 > Page List
b. *? in the Search tool box
Overview:
The system will display a list of all pages available to your user account, with the option to show report pages only.
Miscellaneous:
Group Page = Page List
Revised: 07/07/2016
Parts (top)
Path:
a. Parts > Parts
b. New Record > Part
Overview:
The Parts menu option allows access to create or edit records within the parts file.
Part records can be added at any time. It is not necessary to enter any part records to use mPro3. When part records are added, all records should be added at one time.
Flags and Security Settings:
F011 - Inspection Parts deducted from stock (Note: Parts are automatically deducted on repair orders by default)
F012 - Inspection Parts charged to Inspection
Miscellaneous:
UPDATE QTY RECEIVED
From Parts file.
Update qty received - Used to record parts received. Updates average cost, average cost date, stock, and on order fields.
Average cost calculated as follows:
(stock*avg cost)+(qty received*1st vendor cost) is divided by the sum of stock & qty received.
THE FREE INDEX AND REFERENCE FIELDS
The use for the free and reference fields can be decided by the user, but it is important to use a standard form of entry in all records. It is not necessary to use the free index or reference until a need becomes apparent. The Free Index is a 12 character indexed field. It is included in listing and searching routines, so it is best to use it for information that will need to be searched. Complete this section when decisions have been made:
Make sure to make note of these fields -----
Purpose of the 'Free Index' field is: _____________________________________
Purpose of the 'Reference' field is:______________________________________
Check List:
Make copies of this list in order to gather the information you'll need to enter parts.
Part number ____________________ Part type ______________________(0 = all,1 = eng,2 = bio,3 = refrigerant)
Description _____________________
Product ___________________________ Unit of Measure ____________ (EA., PAIR, M, DOZ., etc..)
Classes ___________________________________________________________
Models ___________________________________________________________
Reference _________________________________________________________
Website __________________________________________________________
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Manufacturer _____________________ Part_# _________________________ Cost ___________________ Cost Updated ___________________
Vendor 1 ________________________ Part_# _________________________ Cost ___________________ Cost Updated ___________________
Vendor 2 ________________________ Part_# _________________________ Cost ___________________ Cost Updated ___________________
Vendor 3 ________________________ Part_# _________________________ Cost ___________________ Cost Updated ___________________
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Stock ____________ Stock Date ____/____/______ Price _________ Date updated ____/____/________
On Order __________ On order date ____/____/______ Average cost _________ Date updated ____/____/________
Committed _________ Delivery time ________________ Free index ____________________
Reorder level _______ Min __________ Max ___________ Disposed cost _________ Date updated ____/____/________
YTD # Sold ________ YTD $ _________ PI __________ Date last used ____/____/________
Control # __________
Size / type ____
Order Qty _____ Physical Inv. Qty (Beg.year) _______ Multi-locations _____________
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Find and update
Update Qty Received _______________
Update On Order __________________
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Location - Cabinet# - Bin - Stock
___________________________ __________ ____________ __________
___________________________ __________ ____________ __________
___________________________ __________ ____________ __________
___________________________ __________ ____________ __________
___________________________ __________ ____________ __________
___________________________ __________ ____________ __________
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Document
______________________________________________________________________
Notes
__________________________________________________________________________
Field Descriptions:
---------------------------------------- ----------------------------------------
PART NUMBER - This is the Key field.
- The administrator can use the part number already assigned to this part (it's up to the user what to do with conflicts).
- Or you can make like control numbers with at 1001 and keep going up.
- Numbering systems should be simple to enter with no punctuation and have a standard appearance. 17 characters are available.
PART TYPE - 0=All, 1=Eng, 2=Bio, 3=Refrigerant
DESCRIPTION - The part name, or a specific description. 40 characters are available,
PRODUCT - 15 character field Example: Batteries, filters, motors
UNIT OF MEASURE - 4 character field. Example: EA., PAIR, M, DOZ. If parts are used in single then unit of measure must be each.
CLASSES - 40 Character field. Class keys where the products are used. Separate by commas.
MODELS - Model numbers, Separate by commas.
REFERENCE - The reference field has no assigned purpose. Its use can be decided by the user, but it is important to use a standard form of entry in all records. It is not necessary to use the reference field until a need becomes apparent.
WEBSITE - Website where the part may be researched.
---------------------------------------- ----------------------------------------
MANUFACTURER - Select the appropriate Manufacture from the drop down menu.
PART NUMBER - Enter Manufacturer's part number on the Manufacture line and the Vendors part number on the Vendors Line, 20 characters available.
COST - Enter the purchase cost (per unit).
COST UPDATED - Date last user updated the cost. This is a user populated field.
VENDOR 1,2,3 - Select the appropriate Vendor from the drop down menu.
---------------------------------------- ----------------------------------------
STOCK - Quantity currently in stock.
STOCK DATE - Enter the date when the stock quantity was updated.
PRICE - The price charged to cost center.
DATE UPDATED - Enter the Date the price was updated.
ON ORDER - Quantity currently on order.
ON ORDER DATE - Enter the date when the on order quantity was updated.
AVERAGE COST - The system will average each purchase into this figure. Note: The purchase cost should be entered on initial setup.
DATE UPDATED - This is the date the Average Cost was updated.
COMMITTED - Quantity as noted in the Inspection Check file.
DELIVERY TIME - How long it takes to get parts delivered. Example: 20 days
FREE INDEX - This field has no assigned purpose. Usage can be decided by the user, but it is important to use a standard form of entry in all records; 19 characters available.
REORDER LEVEL - The minimum quantity that should ever be in stock PLUS the number of parts used
in the period of time it takes to receive the parts.
Example: You want the level to stay over 60. It takes two weeks to receive these parts when ordered. 10 pieces are used during an average 2 week period. Set the reorder level at 70.
MIN - Minimum quantity to keep on hand. Field is used for the Reorder Parts List report.
MAX - Maximum quantity to keep on hand. Field is used for the Reorder Parts List report.
DISPOSED COST - How much value the part is worth when the part is disposed.
DATE UPDATED - Enter the date the Disposed cost was updated.
YTD# SOLD -The quantity sold since this fiscal year. This field is maintained by the system.
YTD $ - The dollar amount of the quantity sold since this fiscal year. This field is maintained by the computer.
DATE LAST USED - Date the part was used last.
CONTROL # - What control number this part is used on.
SIZE/TYPE - 10 character field
ORDER QTY - Most recent order quantity
PHYSICAL INV. QTY - Physical inventory quantity at the beginning of the year.
MULTI-LOCATIONS - Multiple stock rooms. Put a '1' in this field if you have multiple locations.
---------------------------------------- ----------------------------------------
LOCATION - Describe the location of the item. 20 characters are available. IT IS IMPORTANT TO STANDARDIZE THIS ENTRY IF YOU ARE GOING TO USE THIS FIELD FOR SEARCHING OR INDEXING. Keep a list of standard location abbreviations or spellings. "CARTON
5A" and "CARTON 5-A" are not the same when sorting or searching.
CABINET # - Cabinet number. 10 characters are available.
BIN - Bin number. 10 characters are available.
STOCK - Quantity of stock that should be available. (20140507 See bottom of closing screen for latest status on this function.)
---------------------------------------- ----------------------------------------
DOCUMENT - Attached file names appear in this section. To remove an attachment cut the document name and click save.
Note: This is where a picture file is attached. The picture will display below after save.
NOTES - Free text notes.
---------------------------------------- ----------------------------------------
For each file attachment, browse file and press save - File name appears in the document section
explained above.
---------------------------------------- ----------------------------------------
DUPLICATE - Enter new Part Number and Description and click Duplicate push button
---------------------------------------- ----------------------------------------
Push-button/Check Box/Links:
DISPLAY USAGE - Push-button - Create a quick parts usage report.
FIND AND UPDATE - Push-button - Use part number key to find a particular part. After the part is found you may continue with your updates.
Enter your part number and click the push-button, verify the part number shows in the PART NUMBER field before making updates.
NEW - Push-button - Add a new part to the system
UPDATE QTY RECEIVED - Push-button - This field allows user to update quantity received. This entry will make the appropriate stock adjustments in the system.
UPDATE ON ORDER - Push-button - Updates the system to reflect parts on order.
Revised: 04/17/2017
Parts General Information (top)
Overview:
See Inspection Parts (General Information) for details on how parts relate to Inspections.
See Parts for details on the Parts file.
TWO WAYS OF CLOSING WORK ORDERS WITH PARTS
When closing work order, you may enter the part numbers and quantities. The stock on hand is then depleted and the year-to-date sold is updated. The parts price is automatically charged to the Work Order.
Menu Options Available:
1. Department Part's Transaction - Lists parts that were used on work orders by department.
2. Parts - Accesses the parts file.
3. Parts Report - Report of parts in the system (criteria may be specified)
4. Parts Transaction Report - Lists parts that were used on work orders by part number.
5. Reorder Parts List - Report of parts below reorder level
Flags and Security Settings:
F011 - Inspection Parts deducted from stock (Note: Parts are automatically deducted on repair orders by default)
F012 - Inspection Parts charged to Inspection
Revised 02/03/2017
Parts Report (top)
Path:
Parts > Parts Report
Overview:
This is a report of parts in the system, criteria may be specified.
There are two report options.
1.Part Report One Line - This report gives a high level, one line view of parts. The fields are: Part#, Name, Product, Manufacture, Stock on Hand, and Price
2. Parts Report - This report gives a detailed view of parts.
Process Flow:
Enter the report criteria start and ending range.
ORDER BY - Allows the user to select a sort order
REPORT - Select the appropriate report you wish to produce.
REPORT TITLE - This report title will appear on the printout of the report.
PAGE BREAKS - Check if you wish for report to include page breaks by the 'Ordered By' selection.
CREATE REPORT - Push-button creates the report.
RESET - Push-button, resets search criteria.
Revised: 05/12/2009
Parts Transaction Report (top)
Path:
Parts > Parts Transaction Report
Overview:
This report provides a list of transactions for a part number(s).
Process Flow:
Enter the report criteria start and ending range.
ORDER BY - Allows the user to select a sort order
REPORT TITLE - This report title will appear on the printout of the report.
PAGE BREAKS - Check if you wish for report to include page breaks by the 'Ordered By' selection.
CREATE REPORT - Push-button creates the report.
RESET - Push-button, resets search criteria.
Revised: 05/12/2009
Password (top)
See section "Change your password" or "Change Your Password (Administrator Option)"
Revised: 04/02/2002
Phone Add & Close Orders (top)
Path:
Phone Menu > Add & Close Orders
Overview:
This option gives a fast way to add & close work orders for work completed for which no work order was assigned.
Miscellaneous:
The closing programs allow for more than one person to add & close work orders at the same time. When you close, the information entered on this screen is stored in a file.
At the end of the day (or at any time), this information must then be "posted" to the database. This should be done about once a day. "Posting" is a disk intensive operation and no additional add & close combinations should be done while posting.
Process Flow:
Enter the following information:
CONTROL NUMBER - Enter the appropriate Equipment Control Number (optional).
-- Or --
AREA - Enter the appropriate Area from the drop down menu.
Continue entering data as applicable (See Field Descriptions below, for details)
SAVE - Once the data entry is complete click 'Save' this action saves the work order to the database and assigns the WO#.
The new work order# appears in the top portion of the screen.
CLICK HERE TO EDIT ORDER - Text will appear when an order is saved and the system has assigned a work order number.
This only occurs when Automatic Posting is off (F028) and the user has their 'Closing' profile set to 4.
Field Descriptions:
ORDER NUMBER - The system will populate this field after the record is saved..
CONTROL NUMBER - Enter the appropriate Control Number (optional).
AREA - Enter the appropriate Area from the drop down menu.
REQUEST CODE - If applicable, enter a request code from the drop down menu. Click the Get Request push-button.
Note: If you use a request code, and click the 'Get Request' push-button, the following fields are populated:
a. Request Code
b. Time
c. QA category
d. Action/Service
e. Noun/Service
f. Priority
g. Material ($)
PROBLEM - If a request code is not used, enter problem here.
TIME - Time used to complete this service.
QA CATEGORY - Select the appropriate QA Category from the drop down menu.
EMPLOYEE - Select the appropriate Employee from the drop down menu.
SERVICE CODES - Describe the work that was done.
The engineering mPro3 system uses a verb-noun-noun system to record most completed work. The reason that codes are used in addition to free form comments is that the codes can be analyzed and reported in a meaningful manner.
For accurate accountability reporting, the first work order closed should always use the service code or action verb which best describes the overall reason this work order was required.
Use the ACTION/NOUN/NOUN boxes or the drop downs.
*ACTION/SERVICE CODE*
Enter a verb or *service statement code that best describes the work completed.
Note: Service statements are single codes which describe other than regular repair work.
Example: 1104 Unit damaged, or 1600 Safety inspection.
Note: If this work order has a valid request code entered, the time, service codes, and material$ will be displayed on the screen.
These data elements come from the Request Codes file. You may override these and enter the actual service codes performed, or accept the defaults.
*NOUN/SERVICE CODE*
Verbs (Action/Service) can be followed by one or two nouns to clarify the component on which the action was taken.
PRIORITY - Enter if desired. User defined field, most clients use 1, 2, or 3.
PROJECT - If applicable, enter the project
NOTES - Enter free text notes.
COST CENTER - If the system does not fill in this field automatically, select the appropriate Cost Center from the drop down menu.
PART 1 - Enter your first part.
QUANTITY - Enter the quantity.
PART 2 - Enter your second part.
QUANTITY - Enter the quantity.
MATERIAL $ - Enter the total cost of materials used by the technician. If parts and materials are being charged by another method in your hospital, do not enter material dollars here. Costs not included may include materials covered under a contract or costs automatically calculated using the parts closing option.
COMPLETED (Y/N/Unclose)
- Y - The prompt defaults to "Y" because you will want to close the work order in most cases.
- N - If more work is to be done, but you want to close out some of the order now, enter "N". The status will be changed to "BEING SERVICED NOW" and the work order will still be reflected on listings of active work orders. This is used when you want to record the work completed but don't want it billed until the job is completed. If, however, you want the charges recorded this month and the job will not be completed before the end of the month, you can either change the work order to a blanket work order, and close it now, and then close it again next month; or you may close the work order now with a "Y" and create a new one for next month's work. The reason for this is that the work order charges would get double billed on monthly reports if you close it this month and next month.
- Unclose - This will subtract time & amounts, fix all figures in the files, and delete service history. This is used when you have
accidentally closed a repair or inspection. If you have closed a work order with multiple parts, they will have to be deleted and fixed
manually.
Push-button / Links:
SAVE - Push-button - Once the data entry is complete click 'Save' this action saves the work order to the database and assigns the WO#. The new work order# appears in the top portion of the screen.
CLICK HERE TO EDIT ORDER - Link - The system will allow user to edit an order. Text will appear after the system has assigned a work order when Automatic Posting is off (F028) and the user has their Closing profile set to 4.
Revised: 08/23/2016
Phone Add and Find Equipment (top)
Path:
Phone Menu > Add and Find Equipment
Overview:
The Phone Add Equipment option allows a user to add equipment. Find allows the user to search equipment by control or serial number.
Process Flow:
Add Equipment
- Enter control, class, cost center and department. Click continue.
- Enter subsequent information and click save. Note: some fields may be required.
Find Equipment
- Enter control or serial number and click find.
- Depending on your privileges you may be able to modify the control number or create a new work order.
Push-button / Links:
Abbreviated form - check box - not implemented
Revised: 08/11/2017
Phone Browse Open Orders (top)
Path:
Phone Menu > Browse Open Orders
Overview:
This option allows the user to view repairs and inspections.
Process Flow:
Enter an Order or Control number.
- or -
The system can return a range of orders, to do this select either or multiples of the following:
Department
Employee
Repairs Only
Inspections Only
The system will return a Maximum of 500 records on a search, anything larger would be difficult to navigate on a Phone size screen.
Click continue.
---------------------------------------- ----------------------------------------
Select an order by clicking the +/Edit , next to the order desired.
---------------------------------------- ----------------------------------------
The system will display a condensed version of the work order.
---------------------------------------- ----------------------------------------
Push-button / Links:
FORWARD or NEXT push-button - view the prior or next work order.
BACK push-button - Return to the “Browse Open Orders” screen.
CLOSE push-button - The Close button will be dimmed until you view at the checks and click return. (Being coded 20170814)
INSPECTION PROCEDURES push-button - View details on Inspection Procedures.
Revised: 08/14/2017
Phone Close Orders (top)
Path:
Phone Menu > Close Orders
Overview:
The closing program allows more than one person to close work orders at a time. Each work order may be closed more than one time to allow accurate records of all work that was performed. For the sake of accurate accountability reporting, however, the first work order closed should always use the service code or action verb which best describes the overall reason this work order was required.
The term “Work order" may refer to either repair or inspection.
Flags and Security Settings:
In the SETUP File, you can set flag F028 to post upon clicking the save push-button. This will save and post work entered by Access 4 users.
Access 5 users may post all work regardless of the flag setting in the SETUP File.
You can also enable individual users to post when saving.
Process Flow:
ORDER OR CONTROL#: Enter the Order or Control number you wish to close.
SKIP DISPLAY OF OPEN ORDERS: When selected the system will skip the 'Display Open Orders' screen
CONTINUE: Press "Continue" to enter subsequent information.
SAVE - Saves closing information to the database.
CANCEL - Cancel this closing
Field Descriptions:
ORDER # - Work Order number
QA CATEGORY - Choose the appropriate category for the work that was performed. The QA Category
is used to categorize and report on orders.
DATE COMPLETED - The date when the work order was completed as MM/DD/YYYY. The date will default to the system date, or the last closing date entered.
TIME OF DAY - The time of day the work order was completed. Use the 24 hour clock method HHMM.
Example: 2:30 in the afternoon = 14:30.
COMPLETE (Y/N/Unclose)
Y - The prompt defaults to "Y" because you will want to close the work order in most cases.
N - If more work is to be done, but you want to close out some of the order now, enter "N".
The status will be changed to "BEING SERVICED NOW" and the work order will still be reflected on listings of active work orders. This is used when you want to record the work completed but don't want it billed until the job is completed. If, however, you want the charges recorded this month and the job will not be completed before the end of the month, you can either change the work order to a blanket work order, and close it now, and then close it again next month; or you may close the work order now with a "Y" and create a new one for next month's work. The reason for this is that the work order charges would get double billed on monthly reports if you close it this month and next month.
Unclose - This will subtract time & amounts, fix all figures in the files, and delete service history. Use when you have accidentally closed a repair or inspection. If you have closed a work order with multiple parts, they will have to be deleted and fixed manually.
SERVICE REPORT # - If work was performed by a vendor, enter the Service Report #.
PRIORITY - Enter if desired. User defined field, most clients use 1, 2, or 3.
NEW ORDER STATUS - Select one, otherwise the system will set.
AREA# - Select the appropriate area from the drop down menu if incorrect.
CONTROL# - Enter the appropriate control # from the drop down menu for the equipment serviced.
NEW CONTROL # - Enter a control number and click the Enter push-button. The new equipment control# will appear in the control#
field.
Control# must be an exact match to what is in the equipment file.
---------------------------------------- Employee ----------------------------------------
EMPLOYEE - Select the appropriate Employee from the drop down menu.
SERVICE MINUTES - Enter the time in minutes required to perform the service. For accurate accounting reports, always enter the actual amount of time used to complete this work order. This field is automatically populated if Time in Inspection checks file is entered.
MATERIAL $ - Enter the total cost of materials used by the technician. If parts and materials are being charged by another method in your
hospital, do not enter material dollars here. Costs not included may include materials covered under a contract or costs automatically calculated using the parts closing option.
RATE - The rate which should be charged for this work. By default the field is set for "R-regular time".
For regular time, the rate comes from the employee file. Generally overtime = 1.5 X Regular rate, and premium time = 2.0 X regular rate.
For overtime and
premium time, the rate may also come from the trade file. Change Setup (3) file. See F047.
This field is not used for vendor related services.
SERVICE CODES - Describe the work that was done.
The engineering mPro3 system uses a verb-noun-noun system to record most completed work. The reason that codes are used in addition to free form comments is that the codes can be analyzed and reported in a meaningful manner.
For the sake of accurate accountability reporting, the first work order closed should always use the service code or action verb which best describes the overall reason this work order was required.
You can use the ACTION/NOUN/NOUN boxes or the drop downs.
ACTION/SERVICE CODE
Enter a verb or *service statement code that best describes the work completed.
Note: Service statements are single codes which describe other than regular repair work.
Example: 1104 Unit damaged, or 1600 Safety inspection.
Note: If this work order has a valid request code entered, the time, service codes, and material$ will be displayed on the screen. These data elements come from the Request Codes file on the Look up Tables. You may override these to enter the actual service codes performed, or accept the defaults.
NOUN/SERVICE CODE - Verbs (Action/Service) can be followed by one or two nouns to clarify the component on which the action was taken.
NOTES - Use if necessary
---------------------------------------- Parts ----------------------------------------
PART#1 - Select the appropriate Part from the drop down menu. (See GET PART#1 below)
QTY - Enter the quantity.
*LOC#- Not implemented at this time.
GET PART#1 -
If parts are needed, enter the part# in the text box under Get Parts , press the Go push-button.
The window will refresh and a drop down list of any matching parts will be available in the drop down menu.
Search is performed on the part number NOT the part description.
Example:
When entering the number 1, the system returns all entries starting with the number 1 in the drop down menu. Select the appropriate part number(s) and quantity.
PROJECT - Select the appropriate entry from the drop down menu. (See GET PROJECT below)
GET PROJECT -
If a project is needed, enter a piece of the project name/number in the text box under Get Parts , press the Go push-button.
The window will refresh and a drop down list of any matching parts will be available in the drop down menu.
Example:
Enter the letter 'R' and the system will return all projects beginning with the letter 'R' in the Project field. Use the drop down menu in the Project field to see all the 'R' entries.
Push-button / Links:
SAVE - Saves closing information to the database.
CANCEL - Cancel this closing
Revised: 08/23/2016
Phone Closings and Post (STM and READE only) (top)
Path:
Phone Menu > Closings and Post
Overview:
(STM and Reading only)
The closing and post option is used for editing and posting only.
What is the difference between closing and posting?
The closing programs allow for more than one person to add & close work orders at the same time. When you close, the information entered on this screen is stored in a file. When you post the data is stored to the database.
Why is closing separate from posting?
Closing is done separate from posting to give management the ability to review data prior to being posted to the database. This ensures data
integrity. Once a record is posted the data cannot be corrected. You must use the unclose option.
When should I Post?
At the end of the day (or any time), this data must be "posted" to the database. This should be done about once a day. "Posting" is a disk intensive operation and we recommend that no additional closings should be done while posting.
How do I verify a close order is posted?
In the Main mPro3 system (not Phone) Go to the 'Closing And Post' option; Select the Posted radio button; Click Find; View the status field,
“P” means posted.
You may also run a display data off the closing file using the status field.
Flags and Security Settings:
If a user has the 'User Security Setting' (on the closing file) of 5 or 6 OR the flag (F028) is On, the record will automatically post.
Access 5: The system automatically posts the users closings, in addition user has the ability to post other users closings by displaying the
'Post' push-button in the 'Closing And Post' option. Wherever the post push-button appears, the system will post all records. User cannot post individual closings.
Access 6: The system automatically posts the users closings. Applies to that employee only.
Note: The post push-button still appears for clients who use Phones.
Miscellaneous
Phone Closing and Post only shows orders for the logged in user.
Process Flow:
1. Click Closing and Post from the Phone menu.
2. mPro3 will display a list of login persons orders only, that need to be posted.
3. Click the + Edit to the order you wish to post
4. Once the record is open (if applicable Make changes) when ready click the Post push-button
Push-button / Links:
POST - Post the records
Revised: 08/23/2016
Phone Equipment Service (History) (top)
Path:
Phone Menu > Equipment Service
Overview:
The Equipment Service History provides a History List of equipment within specified criteria.
Miscellaneous:
No more than 20 years of service data will be displayed.
Process Flow:
1. Enter any of the following criteria - Control#, Model, Serial, Department, or Class
2. Max Results - Define the Maximum number of records that will be returned in a search.
3. Click the Continue push-button.
4. The upper screen will display Green text with an icon next to it - Select this text to view report.
Example: “Click here: 1 #(s) with 27 histories” - - This means one record was found with 27 histories.
Push-button / Links:
CONTINUE - Continue on and process the list.
SCAN - Utilizes an app which runs the camera to take a picture of a bar code. (In development 20151230)
RESET - Reset the Department and Class pull down menu fields to default.
Reports/Lists:
The list produced contains the following information.
Equipment Header Information:
CONTROL: Equipment control number
DESCRIPTION: Equipment description.
MANUFACTURER:
MODEL:
SERIAL #:
FACILITY:
DEPARTMENT:
AREA:
LOCATION:
RISK:
VENDOR:
CONTRACT:
CYCLE: - The system will display Cycle Week and Month
INSPECTIONS/YEAR: - The number displayed is how many times an inspection happens per year based off of the Most frequent inspection interval
Example1: A control number has the intervals of annual and monthly - Since the most frequent is monthly the number displayed will be 12. An inspection happens 12 times a year.
Example 2: A control number has the interval of quarterly - Since the most frequent is quarterly the number displayed will be a 4. An inspection happens 4 times a year.
Work Order Detail Information:
DATE
WORK ORDER
SERVICED BY
TIME
SERVICES REQUESTED
WORK DONE (Action/Service - Noun Service) (on closing screen when work order was closed)
NOTES:(on closing screen when work order was closed)
Revised: 08/23/2016
Phone Menu - General Information (top)
Login:
Use YourSiteAddress.com/index.asp?page=home_pda
The 'home_pda' tells mPro3 to display the Phone size screens.
Overview:
Since screen size is limited, Special Phone screens have been created.
If the user logs into mPro3 using a Phone, the system will automatically display the appropriate Menu.
This device check occurs at Login.
In this Help document each, Phone menu item will be prefaced with Phone.
Example: Phone Close Orders, Phone Add & Close Orders etc.
Menu options available (These pages will appear on the Phone Screen):
Phone Add & Close Orders
Phone Add & Find Equipment
Phone Browse Open Orders
Phone Close Orders
Phone Closings and Post (STM and READE only)
Phone Equipment Service (History)
Phone New Repair Order
Phone Quick Close Orders (For fire extinguishers -Reading)
Group Page Name (Needed when assigning a page to a group):
Add and Close Orders on PDA
Add Equipment on PDA
Browse Open Orders On PDA
Close Orders on PDA
Closings and Post on PDA (STM and Reading only)
Get Service History on PDA
Home_pda - - - This is needed for the main menu to appear on the Phone
New Repair Order PDA
Quick Close on PDA (For fire extinguishers -Reading)
Revised: 07/21/2017
Phone New Repair Order (top)
Path:
Phone Menu > New Repair Order
Overview:
mPro3 accesses the work order database, which contains work orders for both repairs and inspections.
Repair orders are created on demand as necessary, while Inspection orders are created based on a preset schedule. Refer to Inspections, Scheduling, and Creating Inspections sections.
Repairs can be created for equipment, areas/fixtures that have been added to the appropriate DATA files. Because the items are in a file, some of the information on the screen will automatically be filled in for you. You may override, where applicable. If you need to enter a repair for equipment, fixture, or area that has not been entered into the appropriate DATA files, you must first add those items before you can proceed. Refer to sections on DATA, CLASSIFICATIONS, EQUIPMENT, and AREAS.
There are two steps in generating a repair. The repair is first created, then printed.
You may create a repair for a piece of equipment, an area, or a fixture. You may create a regular repair, a blanket repair (a repair that is open indefinitely), or a project repair (a repair that is attached to a project).
Process Flow / Field Descriptions:
ADD A NEW REPAIR ORDER
Select New Repair Order from the Phone menu > Enter a Control number (If applicable) and Area > click the continue push-button > enter the appropriate data fields and click the save push-button.
When the Save push-button is clicked:
The system will display the Work Order number on the middle top of screen.
The user can view/print or email a repair order to an employee.
---------------------------------------- ----------------------------------------
Screen - New Repair Order (enter control or select area)
CONTROL# - If applicable, enter the control number of the item requiring service. The program will notify you of any outstanding repair or inspection that exists for the control number entered, or if the item is covered under a service contract, provided that information has been set up in the system.
AREA - Enter the appropriate area from the drop down menu.
To use the Area drop down menu, select the down arrow for a complete alphabetical pick list.
If the user enters a specific letter in the Area field, entries beginning with that letter will appear in the drop down menu or use the keyboard arrow keys to scroll through the letter series.
UN-ARCHIVE EQUIPMENT IF ARCHIVED - Check this check box to Un-Archive previously archived equipment. (F025 - To turn off)
CONTINUE Push-button - Select to continue to the next screen.
CANCEL Push-button - Cancel this action.
---------------------------------------- ----------------------------------------
Screen - Phone - Display Open Orders
The upper section of the screen displays all open orders.
The lower section displays all Warranty Information.
---------------------------------------- ----------------------------------------
Screen - Phone - New Repair Order
CONTROL# - Display of Control number entered on the “New Repair Order” screen
AREA - Display of Area entered on the “New Repair Order” screen
DESCRIPTION - Equipment Description (Automatically populated)
REQUESTED BY - Name of the person requesting the service. When the system automatically populates the "requested by" field data comes from the 'Cost Center / Department' File (Contact Field). You can turn this off with the flag (F058) for the 'Service Request and Status Form' work orders only.
EXTENSION - Extension of requester.
REQUEST CODE - If user enters a Request code from the drop down menu, the system will populate the services requested,
trade, priority, and projected time defined in the Request Code file.
Note: * If you use a request code, trade and priority will be set after you save. See Trade field below.
SERVICES REQUESTED - If user does not enter a Request Code, describe the problem or service requested in the space provided.
TRADE - If the system does not populate this field, select the appropriate trade from the drop down list.
Note: If you use a Service code the Trade will be set after you save. If an Employee is attached to the Equipment, the system will use the Employees Trade.
EMPLOYEE - Select the appropriate employee from the drop down list. (If the system populates, The employee comes from the Equipment file or Area file.)
VENDOR - If the item is under warranty, contract or a preferred vendor is designated, the system will automatically display that information. Otherwise, enter the appropriate vendor from the drop down list.
(For information on the preferred vendor or warranty, see the section on equipment or areas in this manual. For information on contracts, see the section on contracts, areas, or equipment.)
PRIORITY - This is a user defined field which is indexed (allows for quick searches). Enter up to three characters for your use.
Note: If you use a Service code the Trade and Priority will be set after you save.
DATE RECEIVED - System populated field.
TIME RECEIVED - System populated field. 24 hour clock format HHMMSS. Ex. 2:30pm = 14:30:00.
EST COMPLETION - Enter the estimated date of completion.
CLASS TYPE - 3 character field. Many facilities use the "class type" field from the classification file to distinguish various types of equipment. Although this is a user defined field most facilities use the following:
CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
MED EQP TYPE or BMP - 3 Character field, for Biomed see in-house manual.
For Engineering use BMP (Building Maintenance Program) or leave blank.
RISK - A three character field, used to identify priorities for scheduling. Used per your own procedures.
CHARGE TYPE - Self defined field.
Note: Some facilities use the code of ‘R’ recharge - Then when they run their monthly report they can say give all the ‘R’
WORK TYPE - User defined field.
REQUEST# - User defined field.
SAVE - Push-button - Click when ready to save the work order.
---------------------------------------- ----------------------------------------
When the save push-button is clicked, the system:
Creates a Work Order number (The number is displayed on the upper portion of the screen)
EMAIL EMPLOYEE - Click the email link at bottom of screen to send an email of Repair Order.
Revised: 08/23/2016
PO Balance Report (top)
Path:
Purchase Orders -> PO Balance Report
Overview:
This report provide the user an overview of line items ordered, received and balance due.
Revised: 05/07/2009
Pre-Assign 25 Work Orders (top)
Path:
Utilities > Preassign 25 Work Orders
Overview:
This task is usually given to a Manager to distribute to call center staff.
It allows the creation of a batch of 25 work orders with the following preset fields.
- QA Category = 2 (Area Repairs)
- Order Status = Active
- Service Requested = "AUTO GENERATED REPAIR"
Once the call center technician has used the work order number, go to the 'Repair' quick link, at the top of the screen - to update that work order.
The QA category, Services Requested along with any other pertinent information should also be updated.
Miscellaneous:
Each work order should only be used once.
Process Flow:
Utilities > Preassign 25 Work Orders > Click the Create Orders push-button.
The system will respond with Pre-Assigned Work Orders Complete! - and list the work order range. >
At this time you may distribute the work order numbers to your call center staff.
When the staff member has used the specific work order number go into the Repair Order and enter the QA category, Services Requested and any other pertinent information
Revised: 03/16/2009
Print Inspection Forms (top)
Path:
a. Inspections > Print Inspection Forms
b. Create Equipment Inspections > Print inspections push-button
c. Create Area Inspections > Print inspections push-button
Overview:
Once inspections are created (In the Equipment or Area Inspections menu options) they may be printed all at once or as you need them.
This option allows user to create the inspection forms and print.
Miscellaneous:
1. If you change the interval, year start or date build and then try to print or reprint an inspection that has been previously created, you will not get the procedures or inspection parts to print.
2. Changing inspection intervals or trades in the classification file will cause the old inspection forms to omit inspection procedures if they are reprinted.
3. The 'Trade' that appears on the PM Form/Reports is the Trade of the Employee assigned to the work order
Process Flow:
Enter the Order Number Start and End Range - The system will automatically enter these numbers if the push-button in Create Equipment/Area inspections is pushed.
The "starting" and "ending" limits will determine the range of inspections that will print. The appendix, "ENTERING RANGES," may be of further help.
Select Criteria to print. (See Push-button/Check Box/Links section below)
Select print by order - Remember, within the sorted field, the inspections will always be sorted by work order number.
Other find data fields may be selected, see the bottom portion of the screen.
Push-button/check Box/Links:
Print Time - Select to print inspection procedure time next to each check.
Print Parts - Select to print inspection parts. For more information on this read the equipment class file section.
Print Completed Order - Select if you would like to view the service history of this order.
Select what type of records to print - All / Open / Closed
Create forms - Select to create forms
Reset - Select to reset criteria to the default
Revised: 10/15/2014
Print Repairs (top)
PRINT REPAIR ORDER FORMS
After repairs have been created, they may be printed at any time. Any repair order can also be reprinted. To print repair orders, choose PRINT REPAIRS from the Repair pull down menu. If you have not created the repairs, see the section describing repair orders.
MARK TO PRINT UNPRINTED FORMS, OR TO ENTER YOUR CHOICE To print ALL UNPRINTED Repair orders, mark it on the field, and press "Print". (If a repair has already been printed or closed, it will not print again using this prompt.)
To print SELECTED Repair orders, (both unprinted or previously printed), mark "Print unprinted forms" and "All" on the screen, then fill in the appropriate parameters, and press "Print". In all cases, the "starting" and "ending" limits will determine the range of repairs that will print. The appendix, "ENTERING RANGES," may be of further help.
PRINT BY
Enter the prompt number of the field by which you would like the listing sorted and printed. The purpose of this prompt is to make it easier to hand out a large number of repairs.
For example, sort the repairs by trade if you want to distribute a stack to each trade. Sort the repairs by cost center if you want to send employees out to a number of cost centers.
The following choices are available:
IN ORDER BY: IN THE FOLLOWING ORDER:
Work order numbers ascending numeric order
Project key alphabetical order
Control numbers ascending numeric order.
Area key alphabetical order
Cost center numbers ascending numeric order.
Trade keys alphabetical order
Whatever choice you make, the forms will print primarily in the chosen order, and secondarily in sequence of repair numbers.
Example, if you choose print by AREA:
AREA-A Repairs 1762, 1896, 2863, 3286, 4109, 5555
AREA-B Repairs 521, 1256, 2112, 2236, 4590, 5102
AREA-C Repairs 289, 1897, 3578
AREA-D Repairs 2982, 3578, 3812, 5783, 6902
AREA-E Repairs 810, 811, 812, 813, 4129 etc.
Revised: 08/13/2002
Print What Is Due For PM (Inspection - Equipment or Area) (top)
Menu/Report names have changed:
Please see What Equipment Is Due For PM -or- What Area Is Due For PM menu options in this manual.
Revised: 03/05/2013
Printing (top)
We assume that most people are using laser or ink-jet printers. Those printers support graphics printing and which is the default print option for all report selections.
Text Size/Orientation:
Most printing of forms/reports are printed in Medium text.
Some forms can be printed in Larger text size i.e. PMs
Some reports may be printed in Landscape mode, there is usually an annotation showing this is available
To stop printing a document:
- Right click on the printer icon on the bottom right-hand corner of the screen. Choose "Cancel All Documents" to eliminate any further printing on your computer.
- Check the printer icon on the bottom of the screen. It should leave.
- If your printer is still running, that means the print job is in the printers RAM. Just turn off the printer.
- For Novell and other networks, use the network print manager.
Revised: 12/17/2012
Printing The Screen (top)
If you do not have a utility to do this or are not on a network that supports the print screen key, we have a commercial utility available.
-or-
Windows 95/98
Press the Print Screen (Prt Scrn) key on your keyboard, and do the following:
Open a new file (or document) in Paint, or Word (or other program you want to paste this screen into).
Press Ctrl+V. (The Windows paste command).
Some Operating Systems support:
Press the ALT + Print Screen.
Let go of the keys, then open an application (i.e. Word or Outlook etc.)
Press Ctrl+V. (The Windows paste command).
Windows NT
Press the Print Screen key.
Revised: 12/17/2012
Project Categories (top)
Path:
Projects > Project Categories
Overview:
Project Categories let you group costs together for reporting and time lines. The file holds both major and minor categories. There are some categories in the file to give you an idea of how to use them.
Project Categories are not necessary to make the project file function. If you use them, define in the Project Item file. The work order must have them as well to update the totals on the project item. The closing program will update actual numerical totals of the project item file only if they match. This is used to split up the project into various sections and sub-sections.
Field Descriptions:
CATEGORY: Enter a category this is the key field
NAME: - Enter a name for the category. i.e. Design fee, Mechanical, Electrical, Plumbing, etc.
MAJOR: - Enter a value for the category. This will be used for defining Major and Minor values in the Project Item file.
NOTES: - Enter miscellaneous notes
Revised: 12/18/2012
Project File (top)
Path:
New Record > Project
Overview:
The project file is designed to keep a record of in-house projects or to be a master work order system.
Some other uses may include: Moving furniture, Delivery and pickup, Miscellaneous work, Joint projects etc.
See Project Reports in this manual for a list various reports that can be run.
Miscellaneous.
The use of this file is optional. You will notice there is a blank record in the database, please do not remove.
Process Flow:
ADDING A NEW PROJECT FILE
New Record > Project > The system automatically creates a project
number. Enter the data fields as necessary.
CONNECTING WORK ORDERS TO A PROJECT
After a project and items are entered into the file, work orders can be opened for each item/trade and charged to the project by entering the project key in the work order file and by specifying a order type of project. All costs charged to the work orders will also be accumulated in the project record.
It is important to add all trades that will be used on a particular project in the project item file. If you want to capture costs for individual trades.
CREATE/CLOSE A PROJECT WO
(Assign project number, set QA Category)
Create Work Order as normal:
Set the project number.
Set the QA Category to 12 PROJECTS so the system will automatically set any closings to a QA of 12.
-- or --
When closing the work order:
Set the Project number.
Set the QA to 12 PROJECTS.
The QA category will stay as 12, even if the check box 'Have system set QA category based on Action Service Code' is marked.
Note: By setting the QA category, the Safety Report will display 'Project Time'. Reported in hours.
COMPLETE A PROJECT
Enter the completion date in the 'Date Completed' field.
You can run a display data report to check associated work orders etc. See Project Reports section in this manual.
Field Descriptions:
PROJECT - In conjunction with a master work order system, the project number will be the next work order number. Then work orders that are automatically generated by this program will be assigned subsequent numbers. For construction or other projects, you may want to change the assigned number to something easier to remember. You may use letters and for large projects and this is recommended. You have a total of 8 digits.
PROJECT NAME - 30 spaces for the general description and location of this project. (Example: "Wall, bldg E42".)
FACILITY - Select the appropriate Facility from the drop down menu.
BUILDING - Free text field 20 characters. Enter IF only one building is involved.
FLOOR - The floor.
AREA - Enter IF only one area is involved.
COST CENTER - The cost center key. Enter IF only one cost center is involved.
STATUS - A reference field for the current status of the project (e.g. "In progress" or "Completed").
REQUESTED BY - Person or an entity. 20 Characters (e.g. Administration)
FREE INDEX - This is a free text field with 20 characters available. This is a way to categorize your project.
CHARGE CODE - 20 characters usually an accounting number.
PROJECT TYPE - 0=mini, 1=unfunded, 2=funded in budget, 3=funded, 4=other
START DATE - Project start date
SERVICE TIME - System updated field. If the project has already started you can enter the current service time and this will be added to the total.
EST. COMPLETION - Use your best estimate.
DATE COMPLETED - Enter the date completed.
LABOR$ - System updated field, updates when work order is closed.
MATERIAL$ - System updated field, updates when work order is closed.
NOTES - Detailed project description.
Push-buttons:
PROJECT ITEMS - Push-button - Used to view project items.
ADD ITEMS - Push-button - Used to add project items.
Revised: 05/30/2017
Project Items (top)
Path:
There are two ways an item can be entered into the system.
- Projects => Project Items => Enter project criteria / Find => +edit on the appropriate project => Click New Item Same Project => Enter appropriate data.
- Projects => Project file => Enter project criteria / Find => +edit on the appropriate project => Click Add items
Overview:
Project items are used to track cost for a particular trade.
It is necessary to add at least one item for each trade that work on a project.
Note: It is not necessary to add Project items unless you want to track cost information on a particular trade. The totals are in the main Project file.
When a work order is closed for a particular trade, that information is passed into the line item file.
Field Descriptions:
PROJECT - Displays project.
MAJOR CATEGORY / MINOR CATEGORY - These are not necessary. If you use them, the work order must have them as well to update the totals on the project item. The closing program will update actual numerical totals of the project item file only if they match. This is used to split up the project into various sections and sub-sections.
TRADE - Enter the key for each trade involved on the project. (You can have only one major/minor/trade combination per project. There is no limit to the number of combinations however.)
EMPLOYEE - not necessary
VENDOR - not necessary
PO NUMBER - 10 characters
STATUS - 15 characters, user maintained
EMPLOYEE TIME HOURS - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
EMPLOYEE LABOR $ - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
EMPLOYEE MATERIAL $ - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
VENDOR TIME HOURS - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
VENDOR LABOR $ - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
VENDOR MATERIAL $ - Users are asked to fill in the estimated and budgeted fields. The actual will be updated when work orders are closed.
STARTING DATE / COMPLETED DATE - fill in estimated and actual dates.
Revised: 12/17/2012
Project Reports (top)
Overview:
Below is a list of Project reports that are available.
- To print a list of projects -- Path: Project > Project List > Create Report.
- To print a list of project categories -- Path: Project > Project Category List > Create Report.
- To print a list of project items -- Path: Project > Project Items List > Create Report.
- To check what work orders are associated with a project -- Path: Repair > Repair Report > Set radio button to 'Projects Only', Set date range and click create report--
- To check what work orders are associated with a project and to see if the project is closed --
Create a display data report using the Repair/Inspection Orders table >
Select the fields of Project (on the work order file) and Project Date Completed (Located in the lower portion of the screen under Project fields) Note: The Project Date Completed will need to be manually entered in the Project File.
Setting the find Criteria:
To see work orders with Projects only:
workord__project -- Greater than -- 0
To see open projects only enter the criteria:
project__date_completed -- Less than -- 01/01/1950
Revised: 08/20/2013
Purchase Order File (top)
Path:
a. New -> select Purchase Order
b. Purchase Orders -> Purchase Order File
Overview:
This menu option is used to create/modify Purchase Orders.
Flags and/or Security Settings:
F083 Use GL accounts in PO items (Choak) - Flag created for a specific customer.
Miscellaneous:
The PO number is a character field not a numeric field. When doing searches on this field, use 0 to Z (Zero to Z). Zero (0) is the beginning of the file and Z is the end of the file.
Field Descriptions:
--------------------------------------------------------------------------------
PO # - Purchase Order number, 15 character field. (Alpha/Numeric field)
PO DATE - Purchase Order Date
REQUEST# - Request number the end user submitted; 15 character field.
REQ DATE - Request Date
Description - General description of the Purchase order, 40 character field
--------------------------------------------------------------------------------
COST CENTER - Select the appropriate Cost Center from the drop down menu.
DEPARTMENT - Select the appropriate Department from the drop down menu.
VENDOR - Select the appropriate Vendor from the drop down menu - Enter a piece of the Vendors name and click the Get Vendor push-button to populate the Vendor pick list. - Vendor address, contact, phone#, and customer# will be filled in when Save is pressed (1st time).
--------------------------------------------------------------------------------
ADDRESS - Enter the Vendors address if it has not been automatically populated.(12 Characters)
CONTACT - Contact at the Vendors office.
PHONE# - Vendors phone number.
SHIP VIA - Shipping preference.
CUSTOMER# - Your customer number assigned by the vendor.
FREIGHT TERMS - Freight Terms
PAY TERMS - Payment Terms
ORDER DATE - Order Date
DATE COMPLETED - Date when all line items have been received, system populated.
BUYER - Buyer Name
STATUS - The system will populate with 'Completed' when all line items have been received.
REQUESTED BY - Requester name.
EXTENSION - Requester telephone extension
--------------------------------------------------------------------------------
ACCOUNT/CONTRACT - Blanket Purchase Order account number. This field may also be used for contract numbers.
AMOUNT - Total amount of the purchase order, system populated.
BLANKET EXP - Blanket purchase order expiration Date.
BLANKET $ - What user is allowed to spend, system populated
BUDGET - 10 character field
GL NUMBER - General Ledger number, 10 character field
PO TYPE - Free form field, facility defined, 3 character field
PRIORITY - Free form field, facility defined, 3 character field
--------------------------------------------------------------------------------
SHIP TO - Shipping address
BILL TO - Billing Address
NOTES - These notes appear in the Purchase Order to the right of the ship via field. PO prints only 50 characters of notes.
Push-button/Check Box/Links:
PRINT - Push-button - Print the Purchase Order.
PO LINE ITEM - Push-button - Forwards user to the PO Line Items menu if line items exist.
ADD PO LINE ITEM - Push-button - Forwards user to the PO Line Items menu to add a new line item.
GET VENDOR - Push-button - Enter a piece of the Vendors name and the drop down menu will display those vendors
Revised: 12/13/2012
Purchase Order List (top)
Path:
Purchase Orders -> Purchase Order List
Overview:
This listing provides the user the Status and other pertinent Purchase Order information.
Revised: 05/07/2009
Purchase Orders General Information (top)
Overview:
The PO system tracks entries of purchase orders and receipts of the line items.
For each line item and each receipt there is a transaction.
This module updates the parts file.
Menu Options Available:
- Add PO
- Adjustments
- Adjustments List
- Complete Purchase Orders
- Line Items File
- Line Items List
- PO Balance Report
- Purchase Order File
- Purchase Order List
- Receipts
Flags and/or Security Settings:
F083 Use GL accounts in PO items (Choak) - Flag created for a specific customer.
Miscellaneous:
The PO number is a character field not a numeric field. When doing searches on this field, use 0 to Z (Zero to Z). Zero (0) is the beginning of the file and Z is the end of the file.
If you make an error when entering line items you must:
Fix the line item.
Fix receipts
Fix parts inventory
Process Flow:
The PO system data flow consists of the following:
*** See individual menu sections for details. ***
- Create a Purchase Order
- Add line items
- Receive line items.
Create a Purchase Order:
- To create a purchase order click on New Record > Select Purchase Order > Click Continue
The system will forward you to the 'Purchase Order File' show screen.
- Enter your Purchase Order number etc.
When you're finished click the 'Save' push-button. The Print, PO line Item and Add PO line Items push-buttons will appear.
Add line items:
- Click on the Add PO line item push-button and enter details.
- Click the Save push-button when this line item is complete.
- Click on the 'New Item Same PO' push-button if you wish to add more line items. Remember to click Save after each line item page is complete.
Note: If you wish to modify a line item (from the 'Purchase Order File' show screen) click the 'PO line Item' push-button. Click the next
and prior push-buttons to scroll through the line items. Pay attention to the PO# field.
Receive Line Items:
There are many ways to receive line items on a purchase order.
With this process flow scenario we will use the instructions of 'Via Purchase Order file'.
- Receive One line item: (Via the Purchase Order file)
- From the Purchase Order file click the PO line item push-button. The system will forward you to the PO Line items screen.
- Enter the amount received in the 'Quantity' field under the 'Receive Item' push-button.
Click the 'Receive Item' push-button and the 'Received' box will now reflect the quantity received.
- Click Save.
- Click Next to see the next line item and repeat step b and c.
OTHER WAYS TO RECEIVE LINE ITEMS:
- Receive All Purchase Order line items by PO number: (Receipts section)
- From the Receipts selection in the lower portion of the screen enter the Purchase Order number and the Date. Push the Process Order push-button and the system will respond with 'All items processed'.
- Receive All Purchase Order line items by Request Number: (Receipts section)
- From the Receipts selection on the lower portion of the screen enter the Request number and the Date. Push the Process_Request
push-button and the system will respond with 'All items processed'.
Revised: 02/16/2016
QA Categories (top)
Overview:
The QA Category codes are used for categorizing & reporting work.
Closings:
- If the system is set to 'Have system set QA category based on Action Service Code', the QA category is set on the first service code on the first closing.
- When closing orders, you must choose the appropriate QA Category for the type of work that was completed. The QA Category Codes are used for categorizing & reporting work.
- The closing programs generally check service and QA codes to help keep them in sync. Synchronization is not necessary though. The QA code supersedes the service code(s).
- Only codes from 1100-1999 actually change the qa category. The rest leave it as is, which is generally one of the 2 repair categories.
Note:
When a work order is closed with Vendor Related service codes of 2000 to 2099 - The qa category is NOT changed. The work order QA category remains the same as when it was created, unless manually changed.
Reports:
- Most reports use QA Codes for reporting.
- Some reports items look at both QA code and service code. This is usually only for QA code 7=incomplete inspection when we break down not located and unavailable totals.
Note: Also see the Service Codes section in this manual.
QA Categories / Related service codes |
Insp/Repair |
QA# |
QA Description |
Service Code Range |
Repair |
1 |
Administrative Support |
1400-1450 (excluding 1405, 1427; 1470/89) |
Repair |
2 |
Area Repairs |
0-1099, 2100+ |
Repair |
3 |
Equipment Repairs |
0-1099, 2100+ |
Inspection |
4 |
Failed Inspections |
1900's |
Repair |
5 |
Hazards/Incidents |
1250-1299 |
Inspection |
6 |
Inspections |
1600's |
Inspection |
7 |
Incomplete Inspections |
1700's |
Inspection |
8 |
Incoming Inspections |
1800's |
Repair |
9 |
No Problem Found |
1200-1249 |
Repair |
10 |
Non-Productive Time |
1427, 1490-1499 |
Repair |
11 |
Use Error |
1100's |
Repair |
12 |
Projects wo type=4 |
|
Repair |
13 |
Staff / Clinical Support |
1300's |
Repair |
14 |
Technical Support |
1500-1599 |
Repair |
15 |
Training / Education |
1405, 1451-1489 |
Repair |
16 |
Vendor Related Service |
2000-2099 |
Process Flow:
In the various screens (i.e. Closing) use the arrow keys and enter to select.
Revised: 10/15/2012
Question of the Day (top)
In process of documenting
Path:
Overview:
Menu Options Available:
Flags And/Or Security Settings:
Miscellaneous:
Process Flow:
Field Descriptions:
Push-button/Check Box/Links:
Reports/Lists:
Revised: 10/18/2016
Quick Overview (top)
ACCESSING DATA - ASSIGN KEYS:
You will be asked to assign "keys" to represent various types of items, e.g. departments, employees, and equipment.
The system uses "keys" to access the data stored in data files. Keys can be letters, numeric, or alpha-numeric.
See the Keys section of this manual for details.
---------------------------------------- ---------------------------------------- ----------------------------------------
DATA FILE SETUP:
To use the software effectively, we recommend that you enter data into the following STATIC DATA FILES under the Look up Tables
menu:
- COST CENTER/DEPARTMENT -
- EMPLOYEES -
- TRADES -
- CLASSIFICATIONS (equipment and areas) -
- INSPECTION PROCEDURES - equipment and areas. (A set of equipment classifications with inspection procedures can be provided upon request).
- EQUIPMENT - each piece of equipment must be assigned a unique # (or what is referred to as a control#).
---------------------------------------- ---------------------------------------- ----------------------------------------
APPLICATION FUNCTIONS YOU WILL BE USING:
See individual sections for menu paths and details.
- REPAIRS - Create Repairs Orders
- CLOSE REPAIRS - Close Repairs
- ADD & CLOSE REPAIRS - Enter and close repair work orders after the fact
- SCHEDULE INSPECTIONS - Scheduling is based on week of the year. Each item is assigned a cycle week, or week of greatest inspection.
This is generally the annual inspection. All other inspections are scheduled accordingly from the cycle week.
- CREATE INSPECTIONS -Inspections are generally created by week. Inspections will be created based on: the annual inspection week entered when in the Equipment file and the interval(s) entered in the Inspection Procedures file.
- PRINT INSPECTIONS - Print inspections forms, use PRINT INSPECTION FORMS or INSPECTION WORKSHEET/REPORT
- CLOSE INSPECTIONS - Close Inspections
WEEK TO MONTH CONVERSION TABLE
Weeks Month
1-4 JAN
5-8 FEB
9-13 MAR
14-17 APR
18-21 MAY
22-26 JUN
27-30 JUL
31-34 AUG
35-39 SEP
40-43 OCT
44-47 NOV
48-52 DEC
---------------------------------------- ---------------------------------------- ----------------------------------------
SERVICE HISTORY
Equipment:
- Quick Link (Click the text 'Service' at the top of the screen)
- Equipment Find Screen (Enter a Control number and Click the service push-button, at the bottom of the screen)
- Equipment Show Screen (In the Equipment file use the push-button)
- Service History Listing
Repair/Inspection Orders:
- Quick Link (Click the text 'Service' at the top of the screen)
- Repair/Inspection Orders Show Screen
Area:
- Area Show Screen
- Area Service History in the Area Menu
- Area Service History List in the Area Menu
---------------------------------------- ---------------------------------------- ----------------------------------------
REPORTS
There are various reports that can be run.
- See the section 'Reports Frequency / Objective - Quick Review' in this manual for summary of various reports
- See the individual report sections in this manual for details about a particular report.
---------------------------------------- ---------------------------------------- ----------------------------------------
Revised: 10/01/2010
Quick Statistics Report (top)
Path:
Special Reports > Quick Statistics Report
Overview:
The Quick Statistics Report has two columns and lists various statistics about work orders (repairs & inspections) for a specified period. The first column gives information regarding equipment classified as "Non-life safety". The second column gives information for equipment classified as “Life Safety”. This is defined as a class type-”LS” in the equipment file. (See note below)
The following categories are included on the report:
Repair work orders opened
Repair wo's not completed
Repair wo's completed
Repair wo completed this period created in the previous period
Total repairs completed
Total repair hours
Repair wo completed within 48 hours
Repair wo completed within 7 days
Inspections opened
Inspections not completed
Inspections completed
Inspections completed this period created in the previous period
Total inspections completed
Total inspections hours
Note:
The Life Safety Related Column is populated when equipment has a class type of 'L' and a piece of equipment has a work order against it.
The work order keeps a copy of the equipment class type definition at the time the work order is created.
See notes on the report on the system for further clarification.
Miscellaneous:
This report counts the work completed AFTER the period ends as completed.
Revised: 07/24/2014
Quick Unclose (top)
See Unclose Work Order section of this manual.
Revised: 02/15/2016
Re-total YTD Cost Center #'s (top)
If you feel that your year-to-date (YTD) #'s are incorrect, you may re-total them. It is recommended that you run the monthly report summary first (under the repair pull down). It is recommended that you copy the COSTCTR.* file someplace also.
Select RETOTAL PROGRAMS from the Utilities pull down menu.
Enter the beginning and ending dates of your fiscal year,
then press the "Retotal YTD Cost Center #'s" button.
The YTD completed #'s will come from the service history file. The YTD open #'s will come from the work order file (repairs & inspections)
Revised: 01/01/1996
Reassign Equipment (top)
Path:
a. Utilities > Reassign Equipment
b. *272
Overview:
This utility allows the user to batch reassign/assign equipment.
There are two utilities available.
- Reassign Equipment to new Employee:
This updates the equipment file setting the employee assigned to equipment from the old to the new employee.
This does not affect open repairs or inspections.
- Select a department to assign an employee to ( the employee will be assigned to all equipment in the department):
This does not affect open repairs or inspections.
If other criteria is needed to reassign equipment please contact Mayer Computer Service for assistance.
Be aware mPro3 has various options to reassign the work orders (Open Orders / Assign Inspections / Display Data Browse).
Process Flow:
- Reassign Equipment to new Employee:
Enter the old employee > Enter the new employee > Click the 'Reassign Employee' push button > The system will respond 'Process Complete'.
- Select a department to assign an employee to ( the employee will be assigned to all equipment in the department):
Select the department and employee from the drop down menu > Click the 'Reassign Department' push button > The system will respond 'Process Complete.
Push-button/Check Box/Links:
REASSIGN EQUIPMENT - Push-button - Executes the reassignment of equipment based on Old Employee / New Employee.
REASSIGN DEPARTMENT - Push-button - Executes the reassignment of equipment based on Department.
Audit Entry:
| Data File |
Action |
equip |
UTL |
Revised: 01/23/2013
Recall Listing (top)
Path:
Equipment > Recall Listing
Overview:
When a manufacturer sends an alert to facilities that equipment has been recalled, mPro3 provides the ability to create a report of this equipment.
There are 'Or' / 'And' fields that may be used as search criteria.
Ordered by FMS = Facility, Model, Serial
RASMAS = Hospital Product Alert and Recall System (Is a number)
Note1:
Searched fields: class desc, model, serial, reference, floor, building, department, software rev, known as,mfg, mfg oem, mfg name, mfg oem name, free index,notes
Note2: Department name and Firmware are NOT SEARCHED. Department key is searched
Revised: 12/22/2017
Receipts (top)
Path:
Purchase Orders -> Receipts
Overview:
This option provides the user a tool for receiving line items or changing a receipt. You can change an item or receive all line items in a Purchase order or by request number.
Process Flow:
- Change a Receipt: (Receipts menu)
- From the Receipts selection, on the upper portion of the screen Enter any of the search criteria fields, then
click the Find push-button.
- Select any entry by clicking the +/Edit
- Change information as necessary. Update PO line item and parts files if necessary. Click Save.
- Receive All Purchase Order line items by PO number:
- From the Receipts selection on the lower portion of the screen enter the Purchase Order number and the Date. Push the Process_Order push-button and the system will respond with 'All items processed'.
- Receive All Purchase Order line items by Request Number:
- From the Receipts selection on the lower portion of the screen enter the Request number and the Date. Push the Process_Request push-button and the system will respond with 'All items processed'.
Revised: 05/07/2009
Refrigerant Management (top)
EPA requirements in brief:
The EPA requires a detailed list of refrigerant purchased, consumed, disposed of and reclaimed.
An accurate equipment list with model, serial#, manufacturer, capacity, leak%, and type of refrigerant.
Technicians servicing said equipment must be certified.
Analysis of equipment and how and when it will be disposed of, converted, and/or replaced as current refrigerants become unavailable and substitutes used.
Adding parts
It is recommended that you enter each type of refrigerant as a unique part#.
Example: CFC-11
Set the Type = 3 for refrigerant
The P.I.(physical inventory) field in the parts file is the fiscal year beginning stock.
The Stock field is the current inventory level.
Purchasing
EPA requires a detailed list of refrigerant purchased, consumed, disposed of and reclaimed. You can do this manually but it is recommended that you use the purchase order system.
Even if you do not want to write a PO for each order, at least one PO for each type of refrigerant must be written.
In the purchase order item file, enter items to be ordered.
Use the receive program to handle receipts.
Optionally note cylinder in the notes field.
Disposed/Lost/Reclaimed The PO will have the refrigerant items and vendor.
Disposed/lost/reclaimed information get entered in the purchase order item file as well.
Use transactions types (Trx type):
4=disposed
5=reclaimed
6=lost/vented
Adding Equipment Classifications
Add classifications for chillers, and other equipment where you must keep track of refrigerant usage.
Put "UR" (utility refrigerant) for the class type.
The following prompts should be entered:
Charge size (lbs)
Lubricant
The equipment file already has fields for:
Capacity
Leakage %
Time Frame
Type
YTD (year to date usage)
Part#
Small appliance refrigerant and recovery equipment classes must also be added.
Enter inspections procedures as required/desired.
Adding Equipment
Chillers, etc. must be added to the equipment file as individual pieces of equipment with control#/asset#, model, serial, and manufacturer code.
Fill in the charge size, etc prompts and the special prompts.
Small appliance's do not need to be individual entered (EPA) but it is recommended. If you do not enter each individual control# then enter
the class key for the control#.
Recovery equipment must be entered individually.
For all equipment, put in the refrigerant max. hold(capacity),
part#, and leakage % on window.
Note: the leak % is usually 15% for charge size 50lbs
Inspections
Record all service using the regular closing programs.
Record refrigerant used/parts as usual.
Repairs
Record all service using the regular closing programs.
Record refrigerant used/parts as usual.
Additional closing information:
You need to enter information into the PO/Line items transaction screen for vented/lost/reclaimed activity.
You should have already established a PO for each type of refrigerant.
Reporting
Refrigerant Equipment: use equipment lists specify CLSTYPE=UR to URZ
Service history:
Equipment file and service history under LISTS has an option to list refrigerant parameters.
Usage report:
run service history by part# for parttype=3 and other parameters as needed
Refrigerant report:
Under Special Reports. This report is a complete analysis: purchased, consumed, disposed of, reclaimed, lost.
The P.I. (physical inventory) field in the parts file is the fiscal year beginning stock. The Stock field is the current inventory level.
Equipment Leakage Report:
under Lists,
Run the Equipment file and service history list.
Put in class type "URL" Recommend that you put in with page breaks Select 1=with refrigerant info (fancy) Print in any order you
choose. Not a fast report however.
Service codes to add: (some may be in your system already)
Leak tested
Leak found
Leak isolated
Vented
Conversion
Upgrade
In the setup file, set the refrigerant flag to True.
In the purchase order transaction file you can make entries for refrigerant transactions.
0=ordered
1=receipt
2=issue
3=return
4=disposed
5=reclaimed
6=lost
7=adjust+
8=adjust-
When closing repairs or inspections, if you enter a refrigerant part# and quantity, the system automatically checks the equipment file for the
part# and setup (flag to update YTD ref). Then a test is performed to see if leakage has exceeded parameter. If it has, a message asking
you to issue a repair work order is given. In addition the equipment class type is changed to URL (utility, refrigerant, leakage exceeded). This has to changed back manually after a repair has been completed.
Leakage test (when closing repairs or inspections)
If the Year to date refrigerant usage (in the equipment file) is greater than the (capacity in tons * 2000 * leak%) a message "MAX % REACHED-ISSUE A REPAIR-RETURN" when closing a work order.
Equipment file refrigerant fields:
refmaxhold - refrigerant maximum hold (capacity)
percentlk - percentage of leakage allowed in one year
timeframe - not used at this time (user defined)
reftype - not used at this time (user defined)
refytd - the year to date value of refrigerant used
refpart - the part#
Revised: 01/01/1996
Reminder Messaging Systems (top)
Path:
My mPro3 > Reminder
Overview:
This function creates reminders based on the intervals that are currently in the mPro3 inspection system.
Notifications include: Email, main mPro3 display, and/or create a work order.
- The reminder program runs once a day at 4:00am
- The reminder program goes through all the reminders and sends out emails, sets messages on the main mPro3 display, and/or creates work orders.
- When using the reminder method of 'mPro3 main display' and sending to yourself - enter your login ID.
Miscellaneous:
To view entries in the Audit file, use the 'Data File' definition of 'reminder'.
- When a reminder is created, the audit shows an Action of ADD and CHG.
- When a reminder is sent, the user is MPRO3 and the Notes show 'From: with the reminder details'
Process Flow/Field Descriptions:
Example - Generic:
- Path: My mPro3 > Reminder > Fill in the following fields
- Schedule Details
Title: Attend staff meeting (This is the title of the email that will be sent)
Time reference free text: Enter a time
Interval: Single Occurrence (Enter how often this reminder will be sent)
Event: Attend Staff Meeting at the Main Hospital plaza. Bring presentation notes. (This will be the body of the email)
- Starting / Ending Date: Enter the Starting and Ending Date.
- Days of Week: If applicable enter Days Of Week
- Reminder Method(s): Check the box next to the applicable method
- email Notification --> enter the email separated by a comma
Example johnw@hotmail.com
- mPro3 main display --> enter user key separated by a comma
- Create work order
- Next Reminder is a system generated date, based on start date and interval. Click save to update this date.
- Click Save
---------------------------------------- ----------------------------------------
Example - I want a reminder for the last week of the month:
- Determine a day of the month you would like to be reminded.
- Enter Title
- Define the Interval as 'Monthly'
- Enter Event.
- Enter the 'Starting Date' and future 'Ending Date'.
Note: If I enter 09/26/yyyy the reminder will occur on the 26th of each month
- Enter Reminder method(s)
- Click Save
---------------------------------------- ----------------------------------------
Example - I want a daily reminder:
- Determine day/days you would like to be reminded.
- Enter Title
- Define interval as 'Weekly'.
- Enter Event.
- Enter the 'Starting Date' and future 'Ending Date'.
- Check Mark the day/days you would like to be reminded.
- Enter Reminder method(s)
- Click Save
---------------------------------------- ----------------------------------------
To view/edit the scheduled reminder
- Path: My mPro3 > Reminder > Click the Find push button > Click +/edit to view/edit a specific reminder.
---------------------------------------- ----------------------------------------
Push-button/Check Box/Links:
LIST SCHEDULES - Push Button - Click to list schedules and to modify/delete entries.
Revised: 08/04/2017
Remove (Inactivate) Work Orders - In a batch (top)
Path:
Utilities > Remove Work Orders
Overview:
This option is used to remove a series of sequentially numbered work orders.
To remove a single work order see Inactivate (Delete)/Activate (Recall) a record section in this manual.
Miscellaneous:
Verify any work order history is deleted before you remove a work order.
Process Flow:
1. Enter work order starting and ending range.
2. Note: Be very careful with the range entered.
3. Enter the work orders CURRENT QA category.
4. Click the remove push-button
Revised: 04/09/2018
Reorder Parts List (top)
Path:
Parts > Reorder Parts List
Overview:
Parts are listed on this report when:
Stock '+' On order '-' committed is less than the reorder level.
Part No. on the report links to the parts file.
Revised: 04/18/2017
Repair / Inspection Orders (top)
Path:
a. Repair/Insp on the Quick Link, header menu
b. Repairs > Repair Inspection Orders
c. Inspections > Inspection/Repair Orders
-----------------------
d. New Repair on the Quick Link, header menu
e. Repairs > New Repair Order
Overview:
This program accesses the work order database, which contains work orders for both repairs and inspections.
Repair orders are created on demand as necessary, while Inspection orders are created based on a preset schedule. Refer to Inspections, Scheduling, and Creating Inspections sections.
Repairs can be created for equipment, areas/ fixtures that have been added to the appropriate DATA files. Because the items are in a file, some of the information on the screen will be filled in for you. You may override, where applicable. If you need to enter a repair for equipment, fixture, or area that has not been entered into the appropriate DATA files, you must first add those items before you can proceed. Refer to sections on CLASSIFICATIONS, EQUIPMENT, and AREAS.
There are two steps in generating a repair. The repair is first created, then printed. You may create a repair for a piece of equipment, an area, or a fixture. You may create a regular repair, a blanket repair (a repair that is open indefinitely), or a project repair (a repair that is attached to
a project).
Flags And/Or Security Settings:
F009 - When sending email on new orders, restrict fields sent to location,req.by,extn, and services requested
F018 - Send email on orders closed or status change except those done in Display Data/Browse.
(MCS must install sendmail2.program first) (Scripps Encinitas-not on closed) (see F027 too) F018
Note: (requester notified completed on 10/09/2018 12:28:19 PM) message will be displayed next to email address on wo screen.
F024 - take employee from cost center when adding a new work order for an area
F025 - prohibit new work orders on deleted/inactive equipment (formally ARC departments) It is OK for Add and Close
F027 - Send email on orders initiated, closed, or status change to department email address.F018 must be on. Requester email must be entered.
F035 - fill service request with open pm/repair#
F036 - Send email to requester when New WO is Saved
F060 - Require priority when creating WO or Saving in Repair (not for PM's or trade=ZZDEPT) Scripps Eng only allow 1,2,NC blank
F084 - set estimated completion, order status based on priority - if this flag on F079 must be off (READE,LCOM)
Process Flow:
ADD A NEW REPAIR ORDER - General Instructions
---------------------------------------- ---------------------------------------- ----------------------------------------
SCREEN - New Repair Order
Click 'New Repair' on the quick links bar, top of screen.
Enter Control, --OR-- select Area in the drop down list --OR-- Enter an Area key in 'Find Area' and click Go
Click Continue
CONTROL#
Enter the control number of the item requiring service. The program will notify you of any outstanding repair or inspection that exists for the control number entered, or if the item is covered under a service contract, provided that information has been set up in the system.
FACILITY
If you select a facility - The area drop down will only display areas in that facility. Areas with no facility definition will also appear in the drop down.
AREA
If the repair involves an area/fixture, enter the area key here. If you did not enter a control number, you must select an area or enter an area key.
FIND AREA
The Find Area field is a search tool that enables the user to find an area by entering an abbreviation. Select the Go push-button rather than using the enter key. Then use the Area drop down menu for entries.
UN-ARCHIVE EQUIPMENT IF ARCHIVED (F025)
When this flag is active (checked) this check box does NOT display on the screen.
Check this check box to Un-Archive previously archived equipment.
---------------------------------------- ---------------------------------------- ----------------------------------------
SCREEN - New Repair Order - Display Open Orders
If applicable, this screen will display the following:
- Message, if the replacement date has passed.
- Active Open Orders
- Any active contract information (mPro3 displays active contracts up to 30 days past expiration date)
- Attachments and notes from the Contract and Equipment files.
Click continue to proceed.
---------------------------------------- ---------------------------------------- ----------------------------------------
SCREEN - Repair Order-fill and Save
Enter site required information then click Save.
Basic information for a new request is as follows:
See 'Field Descriptions' sub-section below for a Comprehensive field description list.
REQUESTED BY - Name of the person requesting the service. When the system automatically defaults the "requested by" field data comes from the 'Cost Center / Department' File (Contact Field). You can turn this off in the setup file (F058) applies to Service Request and Status Form Only.
EXTENSION - Extension of requester.
EMAIL - Enter requesters email.
Note: (requester notified completed on 10/09/2018 12:28:19 PM) message will be displayed next to email address on wo screen.
LOCATION - If the system does not populate this field, enter the location (or floor) in the building. If you do not wish to enter a location, press Tab.
REQUEST CODE - If user enters a Request Code from the drop down menu, the system will set the trade, priority, and projected time as defined in the Request Code file. These will be set after the record is saved.
SERVICES REQUESTED - If user does not enter a Request Code (or more information is available), describe the problem or service requested in the space provided.
EMPLOYEE - Select the appropriate employee from the drop down list. (If the system defaults an employee, the data comes from the Equipment or Area file.)
SAVE - Push-button - Click when ready to save the work order.
Note: If an employee is entered (and an email address is defined in the employee file), you may click 'Save/Email Employee' the system will automatically send an email to the assigned employee. The system will respond 'Emailed employee' and display an order number.
---------------------------------------- ---------------------------------------- ----------------------------------------
When the Save push-button is clicked the system creates an Order Number.
The system creates the Work Order number.
The user may select the following fields.
NEW - Select this push-button to create a new Work Order.
NEW ORDER WITH SAME AREA - Create a new Work Order with the same area.
MORE FIELDS/EDIT/CLOSE - Select this push-button to edit the Work Order. See below for comprehensive details on all the fields available.
VIEW/PRINT ORDER - Click View/Print order to open a pop up explorer window with the order. Print order from that window.
EMAIL EMPLOYEE - Click the email link at bottom of screen to send an email of Repair Order.
---------------------------------------- ---------------------------------------- ---------------------------------------- ----------------------------------------
Field Descriptions:
Header Information:
FIND - Enter the order number in the box to the left of the push-button and click the find button (or hit enter) to retrieve a work order (as selected in
the Search By drop down).
NEW - Create a new Work Order.
SAVE - Save changes
SEARCH BY - Used in tandem with the Find push-button. Defines what file the Find criteria will search.
SAVE/EMAIL EMPLOYEE - Save file and automatically email employee. Email address must be defined in the employee file.
SAVE/EMAIL REQUESTER - Save file and automatically emails Employee and Requester (Includes the employees full name on the Requesters email). Email address must be defined in the employee file.
TRANSFER TO - Moves Work Order between two different mPro3 databases. MCS must setup.
TOP/ PRIOR / NEXT / LAST - These push-buttons appear when there are multiple entries returned on your search. These buttons are used to
scroll through the Work Order file. TOP = First record (within the search parameter), PRIOR = Prior record, NEXT = Next record, LAST = Last
record (within the search parameter)
DELETE - Inactivate the record. The record is not deleted from the database, it is inactivated. (Protected by security setting)
RECALL - The recall button appears when a record has been inactivated (Protected by security setting).
PRINT - Select the appropriate Order form from the drop down menu. Choices are Vendor order form, Closed order form, and Custom order form.
CLICK TO DISPLAY WO SERVICE - Click on the text and a pop-up screen will appear with Work Order service history.
EMAIL - The email section will appear with the text 'eMail to name' if the order has been assigned to an employee. Otherwise the text "email not possible-employee has no email address" will appear if the employee has no email address.
---------------------------------------- ----------------------------------------
Links:
This links area allow you to jump to specific locations of the page.
Location |
Request |
Equipment |
|
Misc |
Inspection |
Charges |
Service Codes & Notes |
---------------------------------------- ----------------------------------------
This is a Comprehensive list of 'all' fields that can be used in a work order
ORDER# /WORK ORDER# /REPAIR ORDER# /SERVICE REQUEST# - When adding repairs or inspections the Work Order# comes
from the Setup file. This is also true of Projects. If you cancel a Work Order when adding a NEW repair, the Work Order# will be lost
(not used).
CONTROL# - Select the appropriate Control number from the drop down menu. Note: Areas require no control number.
GET CONTROL - Push-button; Enter the first few letters of the key (in the box to the left of the push-button). Click on the Get Control push-button and select from the drop down menu..
SET HISTORY - Reserved for a specific customer
DESCRIPTION - The description of the item requiring service. If you have entered a valid control number, this prompt will be completed by the program.
CLASS - Displays the Class Key (A key code of 1 to 12 letters to represent this type of class)
CHECKS - Push-button; Click this push-button to view the 'Inspection checks (tasks)' screen. Displays the inspection checks for that class.
PROJECT# - If this repair is part of a project, enter the project number here. To do this, the project must already be set up in the project file.
GET PROJECT - Push-button; Enter the first few letters of the key (in the box to the left of the
push-button). Click on the Get Project push-button and select from the drop down menu..
AREA - If the system does not fill in this field automatically, Select the appropriate area from the drop down menu.
---------------------------------------- Location ---------------------------------------- ----------------------------------------
FACILITY - If the system does not fill in this field automatically, Select the appropriate Facility from the drop down menu.
BUILDING - If the system does not fill in this field automatically, enter the appropriate Building here. If you do not wish to enter a building,
press Tab.
LOCATION - If the system does not automatically fill in this field, enter the Location (or floor) in the building. If you do not
wish to enter a Location, press Tab.
COST CENTER - If the system does not automatically fill in this field, select the appropriate Cost Center from the drop down menu.
DEPARTMENT - If the system does not fill in this field automatically, select the appropriate Department from the drop down menu.
REQUESTED BY - Name of the person requesting the service. When the system automatically enters the "requested by" field data comes from the 'Cost Center / Department' File (Contact Field). You can turn this off in the setup file (F058) for Service Request and Status Form Orders.
EXTENSION - Enter the extension of the requested by point of contact.
EMAIL - Enter the email of the requested by point of contact.
---------------------------------------- Request ---------------------------------------- ----------------------------------------
REQUEST CODE - Enter the appropriate Request Code from the drop down menu.
SERVICES REQUESTED - If user does not enter a Request Code, describe the problem or service requested in the space
provided. The information entered on the first line will become part of the service history (80 character limit). Additional information
may be entered.
DATE RECEIVED - Enter today's date or enter the date using the MMDDYY format.
RECEIVED TIME - The time of day the work order was received.
DATE COMPLETED - The date completed will be filled in automatically by the system when the repair is closed.
COMPLETED TIME - The time of day work order was completed.
ORDER STATUS - Enter the appropriate Order Status from the drop down menu.
When closing repairs, the system will automatically set the status to 'Closed'.
When Order Status is not defined the system will set.
FAILURE TYPE - Used to document what caused a failure. See Failure Type section in the manual for details.
EMPLOYEE - Select the appropriate employee from the drop down list.
TEAM - 12 Character, Free Form field. A group of individuals that work together.
TRADE - This is the trade of the employee that is assigned to the work order. See 'Inspection Trade' field below.
SHOP - Enter the appropriate shop.
VENDOR - When applicable, If the item is under warranty, contract or a preferred vendor is designated, the system will automatically display that information. Otherwise, enter the appropriate vendor from the drop down list.
Note: For information on the preferred vendor or warranty, see the section on equipment or areas in this manual. For information on contracts, see
the section on contracts, areas, or equipment.
TELEPHONE - The system will populate, when applicable from the Vendor file.
EST COMPLETION - Estimate completion date.
PROJECTED TIME - If the program does not fill this field automatically, enter the projected number of minutes to perform this service. If you do not wish to enter projected minutes, press Tab.
Note: This field will automatically update the YTD projected repair time and the current repair load in the trade file. When the work order is closed, the
current repair load will be decreased by this number. The trade file and trade listing offers an easy way to look at repair load in
addition to inspection load.
PRIORITY - Enter if desired. User defined field, although most use 1, 2, or 3.
ENTERED BY - The system automatically populates this field. See below for details.
- The value of this field is determined by who entered the work order (based on login).
- When the Service Request and Status form is used, the field is set to 'ANONYMOUS', 'OUTSIDE MPRO3', or blank depending on the client.
- The Pre-Assign process creates work orders with the description of 'Auto Generated Repair' - The Entered By field is blank.
Transfer To - When a site is on Trade restriction, this field allows users to easily transfer the work order to another trade.
---------------------------------------- Equipment ---------------------------------------- ----------------------------------------
MANUFACTURER - If the program does not fill in this field automatically, enter the manufacturer for the item requiring service, or press Tab.
FUNCTION - 3 character field. Is part of the risk rating system. 10 means life support.
HIGH RISK - Check box - If checked this item is considered High Risk. Data comes from the equipment file.
MODEL - Enter the appropriate model number.
RISK: A three character field, used to identify priorities for scheduling. Used per your own procedures. Risk comes from the equipment file.
SERIAL - If the system does not populate, enter the serial number for the item requiring service, or press Tab.
CLASS TYPE - 3 character field. Many facilities use the "class type" field from the classification file to distinguish various types of equipment. Although this is a user defined field most facilities use the following:
CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
SYSTEM - Optional. Select the appropriate system from the drop down menu.
MAINTENANCE # - 3 digit field. Used to identify priorities for scheduling used per your own procedures.
MED EQP TYPE or BMP - 3 Character field, for Biomed see in-house manual.
For Engineering use BMP (Building Maintenance Program) or leave blank.
---------------------------------------- Misc ---------------------------------------- ----------------------------------------
MAJOR CATEGORY - Not necessary. If you use, the work order must have as well to update the totals on the project item. The closing program
will update actual numerical totals of the project item file only if they match. See project Items section of this document.
WORKORD TYPE - User defined field.
- DCE (Don't change Employee) - Enter DCE in work_type when closing.
- E/I=event/incident report
MINOR CATEGORY - Not necessary. If you use, the work order must have as well to update the totals on the project item. The closing program
will update actual numerical totals of the project item file only if they match. See Project Items section of this document.
CHARGE TYPE - Self defined field.
Note: Some facilities use the code of ‘R’ recharge - Then when they run their monthly report they can say give me all the ‘R’
REQUEST# - User defined field.
PRINTER - This field can be used to designate repairs as being for a certain trade, shop, or any other desired division. When printing the
repairs, one printer number can be chosen at a time.
- Example: If all repairs for the mechanics shop are assigned to number 6, then all the repairs for "6" can be printed together.
PRINTED - 1 if work order has been printed, 0 if unprinted.
PO NUMBER - 15 Characters available.
BLANKET ORDER - This field defaults to 0. If the completion of this repair will extend over several months and you wish to bill for the work completed each month, enter a 1 in this field
Example:
Blanket repairs or rounds. You may also wish to add a project and assign that project number to this repair order to keep track of the total cost of this work.
You may also want to create blanket inspections. With blanket orders, you may change the work order number to something simple like 100 or ROUNDS. (This feature is restricted to users with the appropriate security level.)
At the end of the month, you will run "Monthly work report" and completed work from this repair will show up. Then run selection
"Clear monthly billings" on the main menu, to zero out the service time and dollar fields. Then when the new month starts, the
service time and dollar amounts will not be double billed.
NEWFIELD - Reserved for future development.
SERVICE REPORT# - If work was performed by a vendor, enter the Service Report #.
PUSH SERVICE REPORT NUMBER TO HISTORY - Reserved for dmcdi.
---------------------------------------- Inspection ---------------------------------------- ----------------------------------------
INSP TRADE - The Inspection Trade field determines what Inspection Checks are used. See the Trade field above.
Example: If the inspection trade is Electrical the PM will show the Electrical trade checks.
ORDER TYPE - This field is used to code all work orders.
0 = Equipment repair.
1 = Equipment inspection.
2 = Area inspection.
3 = Area repair.
4 = Project (work orders created by the project file will set the W.O. type to 3 for mini-projects, 4 for others).
INSPT. WEEK - Inspection week.
INSP. INTERVALS - This field displays the inspection intervals for this inspection. Intervals are defined when creating inspection checks for the class. Setup is done in the 'Inspection checks' option off the main menu (Inspections > Inspection Checks)
Note1: There can be up to 8 inspection intervals but most screens only display four (i.e. Equipment - Scheduling Section)
Note2: For a system generated inspection (one generated from Create Area Inspections, or Create Equipment Inspections) these
fields will be populated. You can tell if the order is an inspection when the “Services Requested/Problem reported field”
contains the key word of “INSPECTION”.
Note3: This field will NOT be populated if order is not generated from the 'Create Area Inspections' or 'Create Equipment Inspections' options.
INSPT. TYPE - Comes from the Inspection Check file (Check Type field)
QA CATEGORY - Select the appropriate QA Category from the drop down menu.
---------------------------------------- Charges ---------------------------------------- ----------------------------------------
LABOR - Where applicable, this column tracks the total labor dollars charged to this repair.
MATERIAL - Where applicable, this column tracks the total parts and material dollars charged to this repair.
Note: Counts below are accumulated totals.
|
Labor |
Materials |
Employee |
System populated |
System populated |
Vendor |
System populated |
System populated |
No charge |
System populated |
System populated |
Travel labor |
System populated |
n/a |
Travel time |
System populated |
n/a |
Exchange |
$ field, user populated |
n/a |
Insurance |
$ field, user populated |
n/a |
Total hours opened |
Total open time for the work order. |
System populated |
Time |
Total regular 'Employee' minutes spent on this repair. |
System populated |
Overtime |
Total 'Employee' overtime minutes spent on this repair |
System populated |
Premium time |
Total 'Employee' Premium time minutes spent on this repair |
System populated |
Standard time |
From the Classification file or projected minutes entered - used in accountability reporting. //
From Checks file (Time field) |
System populated |
1st contact date |
First contact date |
System populated |
1st contact |
First contact |
System populated |
---------------------------------------- First Closing Service Codes ---------------------------------------- ----------------------------------------
CODES ACTION NOUN NOUN - See below
SERVICE CODE1 - See below
SERVICE CODE2 - See below
SERVICE CODE3 - See below
- When a work order is closed the system updates these service code fields.
- Although it is not recommended, you may use this section to modify the 'First Closing' on this work order. This will NOT update the service history.
- The 'Complete' way to correct a closing is to unclose and reclose.
NOTES -Free text notes. Used for general information. These are not notes from closings, see service history.
FOR EACH FILE ATTACHMENT, BROWSE FILE AND CLICK SAVE. - See 'Attach Files (Add - Print)' section in this manual for further details.
---------------------------------------- ---------------------------------------- ----------------------------------------
SAVE - Save changes
DELETE - Inactivate the record.
KEY MSTR - For programmers use only.
Revised: 02/15/2019
Repair Quality Assurance (top)
Path:
Accountability Reports > Repair Quality Assurance
Overview:
This report produces gross number or hour productivity for technicians, trades, cost center, and classifications for all unscheduled work categories over a time period (usually a month).
Note: The gross number report will only count a work order with a repair code as the first closing statement. The hour report will count all time for all closing statements that fall into the appropriate categories. The technician equipment repair average is based on all repair hours even if that repair was done on an inspection. Because of this you may have a report with no equipment repairs but then have a second report with some hours. This sometimes makes trade averages look incorrect.
Downtime added see section in this manual.
Miscellaneous:
Data from service history file-based on QA category.
Area report includes equipment.
Push-button/Check Box/Links:
PRINT WHICH REPORT COUNT - Check Box - Select to create report by count.
PRINT WHICH REPORT HOURS - Check Box - Select to create report by hours.
SET NEW REPAIR TIMES - Push button - 'Average Repair Time' located in classification file, page 2)
Reports/Lists:
Various reports are available select in the 'Print which report(s)'' drop down menu.
Revised: 07/10/2017
Repair Reports (top)
Path:
Repairs > Repair Reports
Overview:
The repair order report provides you with a listing of open, closed, or all work orders. It is in effect, a work order aging sheet.
To run a report on inspections see 'Inspection Reports' section in this manual.
Miscellaneous:
There are various report types and criteria and sort selections available.
A report template is easily saved, for re-occurring reporting purposes
All HTML reports contain links to the work order and closings pages.
HTML Report is color coded with 3 colors, green current, orange over 30, red over 60
Process Flow:
- Define Search Criteria.
- Select Report type from the drop down menu.
- If you wish to change the Report title enter the title in the 'Report Title' box.
- You can change the sort order by selecting from the drop down menu.
- You may select either All / Closed / Open radio button to define what repair orders you would like to appear on the report.
- Select Create Report
Field Descriptions:
BLANK - Mark this when the Employee, Facility, Priority or Trade are blank.
REPORT TYPE - Select the canned report you wish to create.
REPORT TITLE - Title that appears on created report.
ORDERED BY - Select sort criteria.
MAX RECORDS - The system will prompt user with a message query returns records past this limit. This limit can be changed.
-----------------------------
RADIO BUTTONS:
ALL - Includes both Open and Closed orders.
CLOSED -
OPEN -
OPEN SINCE 1/1/2000 -
ALL PROJECT & NON-PROJECT - Includes all orders.
PROJECTS ONLY - Keys off of wo type = 4
PROJECTS EXCLUDED -
-----------------------------
REPORT TEMPLATE - Select a defined report template and click Select.
REPORT TEMPLATE TITLE - To create a new template enter a Title and click Save Template
Push-button/Check Box/Links:
BLANK - Check Box - Check mark for blanks on Employee, Facility, Priority, or Trade fields.
BLANKET ORDERS ONLY - Check Box -
PAGE BREAKS (ON SELECTED FIELDS ONLY) - Check Box -
LIFE SUPPORT ONLY (FUNCTION SCORE=10) - Check Box -
PRINT PARAMETERS - Check Box -
CREATE AND EMAIL REPORT FOR EACH EMPLOYEE (REPAIR REPORT ONLY) - Check Box - Note: If you select an employee range (or single employee) the system will only send the report to the employee(s) selected; The report will only include orders for the specific employee.
Reports/Lists:
You can select from any of the report types by selecting the report in the Report Type drop down.
After you click Create Report the corresponding report will be produced.
Excel reports are produced automatically
Revised: 09/20/2018
Repair Turnaround Report (top)
Path:
Accountability Reports > Repair Turnaround
Overview:
This report shows the number of completed repairs and completion percentage within a specified period either by cost center, trade, employee, class, or department.
- There are 4 options for different time frames.
- less than 48 hours, 2-7 days, 8-30 days, 31 + days
- <4 hours, <24 hours, <48 hours, 2-7 days, 8-30 days, 31 + days
- less than 48 hours
- less than 48 hours, 2-7 days
- There are 3 options for QA categories:
For QA Categories and Related service code details, see QA Categories section of this manual.
- Repair QA categories (2,3,5,9,11,13)
- Repair QA Categories (above) and (1,10,12,and 14-16)
- Inspections
Note: Percentage is cut-off downward and can be calculated manually.
Note: Data comes from the Work Order file, Open orders excluded from report.
Note: orders with exact start and end time counted in 1st column. No blanket or order types>4
Example:
A cost center may have 15 requests for repairs within a month. Let's say 12 repairs are completed within 24 hours and 3
repairs are completed within 2-7 days. When you run the report for this cost center, under the <48 hours you should see 12 repairs
with 80% completion rate and 2-7 days with 3 repairs of 20%.
Revised: 10/30/2014
Repairs - General Information (top)
Naming Convention:
A Repair Order may also be referred to as an Order / Work Order / Repair Order / Service Request / - - - - and in rare, rare cases
Inspection Order (which is incorrect).
The major distinction between a Repair Order and an Inspection Order is the QA category assigned.
Inspection Orders are generally created by the system via the 'Create Area Inspections' or 'Create Equipment Inspections' options.
---------------------------------------- ---------------------------------------- ----------------------------------------
Open / Close / Add & Close - Options Available:
OPEN WORK ORDERS - There are several places in the system where you can open a Work
order. See 'Repair Orders' section for more details.
CLOSING WORK ORDERS -There are several places in the system where you can close a Work order. See
'Closing Work Orders' section for more details
CLOSINGS AND POST - The closing and post option is used for editing and posting only. See the 'Closing and Posts' section for more details.
ADD AND CLOSE ORDERS - This option gives a fast way to add & close work orders for work completed for which no work order was assigned. See the 'Add and Close Orders' section of this manual for Menu paths and detailed field information.
ADD AND CLOSE VENDOR ORDERS - This option gives a fast way to add & close work orders for VENDOR work completed for which no work order was assigned. See 'Add and Close Vendor Orders' section for Menu paths and detailed field
information.
---------------------------------------- ---------------------------------------- ----------------------------------------
Closing And Posting:
Make sure you read the section on Closings and Post, this will address any unnecessary confusion.
---------------------------------------- ---------------------------------------- ----------------------------------------
Reports:
REPAIR REPORTS
The Repair Report provides a listing of open work orders. It is in effect, a work order aging sheet. You can also print a report of
closed work orders or open and closed combined. See 'Repair Reports' section for more details.
MONTHLY REPORT
Monthly Reports should be run at the end of each month after closings have been completed or within the first few days of the following month
before new closings are made. See 'Monthly Report' section for more details.
Charge Back Report:
The Charge Back Monthly report prints a summary for each department, a summary for the facility with one line per department.
Safety Report:
This report summarizes work orders completed for the specified parameters and prints a one page summary for the categories "Scheduled maintenance", "Repair Service Orders", and "Other Work".
---------------------------------------- ---------------------------------------- ----------------------------------------
Printer Set Up:
Work orders are accessed by a link on the page and displayed in html format.
There you can set your print and change any print settings.
Verify the header and footer are blank and margins are ½ inch or less.
Revised: 05/11/2007
Repeat Repair Report (top)
Path:
Accountability Reports > Repeat Repair
Overview:
This report lists equipment by control # (and work order #'s) with more than one service call in a given time period.
In general, this is only used for Biomed.
There are 2 main reasons you have repeat repairs.
- Equipment needs more frequent PMs, that's why it is breaking down. If it's not scheduled the number of PMs can't be increased, so why report it.
- Technician or Vendor may not have repaired effectively the 1st time.
This report uses the work order file and excludes inspections and equipment not scheduled for inspection.
Report excludes equipment not scheduled for inspections because there is a lot of equipment that breaks often in a hospital. i.e. all the scopes.
Normally sites don't want to report because predominantly this equipment is not scheduled for PM because they are inspected by the user before use.
Field Descriptions:
DATE - Enter the beginning and end date of the query.
FACILITY - Enter the range for the Facilities.
TRADE - Enter the range for the Trade.
REPEATS ARE - The user can define what a Repeat Repair is by providing the frequency of repairs repeated in an interval of days.
MAX DAYS - This field is used in conjunction with the Date Received Starting and Ending Range. The user has the opportunity to change the 'Max Days' field or the Date Received range. This parameter allows the user to verify a large date range prior to running the report.
Reports/Lists:
To see an example report, click the blue link prior to creating the report.
Revised: 10/16/2014
Reports Menu (top)
Path:
Reports on the Main Menu
Overview:
Reports submenu will contain ALL REPORTS that are assigned to your user group.
Revised: 03/16/2015
Reports Overview - Differences In Some Monthly Report Counts (top)
Overview:
This section explains differences in figures between some monthly reports.
MONTHLY REPORT -CHARGE BACK REPORT
This report counts inspections (scheduled) and repairs (unscheduled) created and completed in the specified period. The report tells you nothing about work created in the period and finished after the period. Data comes from repair/inspection order file (WORKORD.DBF).
Optionally, you may include work created before the period and finished in the period (prior period column on report) by setting the check box 'show prior period completed items (repairs & inspections completed in, but initiated before period)'.
Note: Inspections closed using QA category incomplete are considered complete. This report only distinguishes open (never closed) items.
Note: If you run the report by department (etc.), and the department has been recently deleted, the detail and subsequent summaries will not
include that data.
(See also: Monthly Report.)
MONTHLY REPORT -SAFETY REPORT
Same as above for CHARGE BACK report though both "Notes" do not apply. Data comes from repair/inspection order file (WORKORD.DBF).
QUICK STATISTICS REPORT
This report looks at all work completed in period regardless of when it was created. Breaks down into 2 columns Life-Safety (this means the field CLSTYPE is an "L" or "LS") or non-Life-Safety. Data comes from repair/inspection order file (WORKORD.DBF).
Note: Inspections closed using QA category incomplete are considered complete. This report only distinguishes open (never closed) items.
ACCOUNTABILITY REPORTS
This reports ignores anything still open (never closed). QA categories (and to a much lesser extent some service codes) are very important
here. Data comes from service history file (SERVHIST.DBF).
Revised: 02/01/2001
Request Codes (top)
Path:
a. Look up Tables > Request Codes
b. New > Request Codes
Overview:
Request codes are used when entering repairs.
The purpose of this file is to speed data entry for similar service requests.
Request Codes also assist in creating reports for the same type of service.
Example:
When creating a work order a person may word a request as 'toilet clogged' -or- 'fix latrine' -or- 'bath room is flooded'.
If management would like to see how many work orders were created for a particular type of request, it becomes a challenge to guess the repair order description. When a person uses a request code, you are able to create a report based on that Code.
Miscellaneous
The Service Codes etc. will appear on the closing screen for the first closing only.
Process Flow:
New Request Codes:
Press "New" to add a new Request Code. Enter the appropriate fields, and press the "Save" push-button.
On a Repair Orders:
Enter a Request Code, the service request statement, trade, priority, and projected time will appear.
On the first closing only - the projected time, service codes, and material cost will appear.
Field Descriptions:
|
Field Name
|
Field Description
|
Result Screen
|
|
REQUEST KEY
|
12 character field
|
Not applicable (na)
|
|
REQUEST TYPE
|
Enter Y to include on service request form.
|
'Service Request and Status Form' Enter your service request” screen,
appears in Common Requests pull down menu
|
|
NAME
|
30 character field. Long form name of the service request
|
Repair/inspection Orders - appears in Request Code field, drop down menu
|
|
PRIORITY
|
User defined field which is indexed (allows for quick searches). Enter up to three characters
|
Repair/inspection Orders - will be set after you save; Will appear in Close
Orders
|
|
TIME (MINUTES)
|
Estimated time to complete the service
|
Repair/inspection Orders - will be set after you save; Time will be inserted into the
'projected time' field; Will appear in Close Orders, on the first closing only
|
|
MATERIAL$
|
Material dollars used to complete the service
|
For reference only - Not implemented
|
|
TRADE
|
Enter the appropriate trade from the drop down menu.
|
Repair/inspection Orders - will be set after you save. Order will have
trade of the Employee assigned. If there is no assigned employee - system will use the
Trade in the service code file.
|
|
SERVICE CODE 1,2,3
|
Enter the appropriate service code from the drop down menu.
|
Repair/inspection Orders - will be set after you save; Will appear
in Close Orders, on the first closing only
|
|
NOTES
|
Enter notes (Unlimited characters - Tested to 1000 characters)
|
Repair/inspection Orders - will be set after you save; Notes appear
in the 'Service Requested' section of the work order
|
Revised: 02/19/2015
Reschedule Load Hours (top)
RETOTAL TRADE LOAD HOURS
This program recalculates trade inspection work load hours.
This program should be run periodically since the scheduling of equipment and area inspections does not update the load hours.
This is a slow program. Plan to run it at night when little or no other activity is taking place.
To recalculate load hours select "RETOTAL INSPECTIONS" from RETOTAL PROGRAMS of the UTILITIES pull down.
There is a similar program to RETOTAL REPAIRS.
NOTE: Scheduled Load reports are always correct. The report totals are calculated at the time you run the report.
Revised: 08/29/2002
Retotal Programs (top)
Path:
Utilities> Retotal Programs
Overview:
These utilities allow the user to retotal various files.
RETOTAL UNITS - This program recalculates the total number of units for each classification, cost center, system and contract and Equipment cost in class file.
RETOTAL CONTRACT - This program recalculates the total contract $ and calls for each contract.
RETOTAL WORK ORDERS - This program recalculates time, labor and material to the Work Order file. Enter the start date.
SET LAST DATES (Set Last Inspection Date) - This selection sets the last inspection date and last repair date in the equipment file. Last inspection dates are based on QA categories 6 or 8. Last repair dates are based on QA categories 3 or 16.
RETOTAL INSPECTIONS - This program recalculates the total workload for inspections.
SET NEXT INSPECTION - This program resets next inspection dates.
RETOTAL EQUIPMENT and CLEAR YTD - Retotal equipment lifetime and YTD figures from service history.(CLEAR YTD first). Enter the Beginning and Ending dates of the fiscal year.
RETOTAL REPAIRS - This program recalculates the total workload for repairs.
RETOTAL DOWNTIME - Enter the received Start and End date.
YTD COST CENTER / YTD VENDOR - This selection retotals YTD (year to date) figures and takes data from repair and inspection file and service history file. Enter the Beginning and Ending dates of the fiscal year.
RETOTAL BLANKETS - This program recalculates blanket orders for the previous month. Enter the Start and Ending dates.
RETOTAL PARTS ON-ORDER - Retotals the parts On-Order.
SET WO/SRV FUNCTION SCORE FROM CLASS - Set the Work Order and Service History function Score from the class file.
Revised: 05/17/2012
Risk Management Plan - Class Type / Function Score / Risk / Maintenance # (top)
Overview:
The Class Type, Function Score, Risk and Maintenance# are defined in a sites in-house policy. Whatever you decide on using, document in your site ‘Risk Management Plan’.
Notes:
- If you change function, risk, maintenance#, class type or med eqp type in the class file, the equipment file will be updated as well (except those with Mfg/model/class systems).
- The system does not update existing work order or service history files.
- New work orders , equipment and Service history files will be updated.
Class Type:
- Generally this field is used by Facilities.
- 3 character field.
- Many facilities use the "class type" field from the classification file to distinguish various types of equipment.
- Common Class Types: CP=casual prevention, E=equipment, FS=fire safety, * LS=life safety, IC=infection control, U=utility, CE= Critical Equipment
* Life Safety is generally associated with facilities for the protection of life.
Example: Fire Doors, Emergency Generators, Emergency Back Up Lighting etc.
Function Score:
- Generally this field is used by Biomed.
- 3 character field.
- Is part of a risk rating System.
- Depending on your in-house policy, 10 can mean ** Life Support.
** Life Support generally refers to biomedical equipment pertaining to equipment or measures that sustain or artificially substitute for essential body functions, as to breathing or disposal of body wastes. Without life support equipment, the patient might die.
Example: Ventilator
Risk:
- Generally this field is used by Biomed.
- 3 character field
- A number used to identify priorities for scheduling.
- Common risk categories: 1-4 or A-D
- The system will use the Equipment Risk.
Maintenance #:
- Biomed sometimes use this for further definition, using Function Score, Maintenance #, and Risk together, although this is not common.
- 3 Character Field
Miscellaneous:
Revised: 8/29/2012
Risk Management Report (top)
Path:
Reports > Risk Management Reports
Overview:
This report uses fields on the second screen of the class file. The number of failures in a given month or the percentage of failures is
reported on this report.
REPORTS ONLY CLASSES WHERE FAILURES ARE OVER TOLERANCES
Data comes from the Service History file based on QA category.
----------------------------------------
HEAT PUMP 23 2 3 9 5 C U
Notes: Uses temporary data file RPPRDS.DBF (can only run this when not running QA inspection report - both use
same temporary database).
ns=number of inspections
fc=number of failures/number of months report is for
fchrs=number of
failures/number of inspections/number of months report is for
Revised: 11/18/2011
Scanning Documents / History (top)
SCANNING DOCUMENTS into service history will actually attach a file into the Service History file
Use a Windows scanning program separate from mPro3.
Make sure you know the path where the scanned document is located.
Under the Service History Edit form with the correct order number, Press "browse" and locate the file of the scanned document. Then press enter to save.
The scanned file will be added to the record and a link will appear on the page to view your scanned document.
Revised: 01/01/1996
Schedule Inspections (top)
Path:
Inspections > Scheduling & Load Reports > Schedule Inspections
Overview:
Use this menu option with CAUTION! - Incorrect entry may cause problems when creating inspections.
Inspections are created based on Class, Inspection procedures, and Cycle week. Each of these items must be present to generate inspections
You may Add or Change the 'Cycle week' (Week of Greatest Inspection) using criteria. e.g. Class, Department, Trade etc.
In other words Designate a fixed time to start the inspection.
The Cycle Week / Week of Greatest Inspection, is defined as the week of the year in which the first checks will be done. This first week in
the inspection cycle will be referred to as the "cycle week", and should be the "week of greatest inspection". The "week of greatest inspection" refers to the week you schedule the "greatest inspection" (Week when most of the work is done).
Use 'Schedule Inspections' menu option (this option) to schedule by a range of Classes, Departments, Trades etc.
Use 'Schedule Inspections by Control' menu option to schedule a group of control #'s or areas.
Scheduling does not update the trade inspection work load hours. "Re-total trade hours" should be run periodically to get accurate load hours.
Miscellaneous:
- Cycle Weeks:
a) Review the 'Calendar Weeks' section in this manual for week standards.
b) The months/week are listed on the mPro3 screen.
- Entry Verification:
a. Go to the equipment file and verify the cycle week is correct. - or -
b. Run a display data report. - or -
c. Run the Equipment Inspection Load Report
- Audit Entries
Under the field Data File use 'e' for equipment, 'a' for area.
schins:e
schins:a
The system will also list the changes when using the following on the audit file.
Under the field Data File use 'equip' for equipment, 'area' for area
Under the field Action use 'CHG' for the action of change
Process Flow:
- Select criteria for records to be scheduled. More criteria is available on page 2.
Notes:
It is best to use the Month/Week grid to determine what week to use when scheduling.
Skip items with no cycle weeks means, keep the unscheduled items as unscheduled.
Use the cycle week of 0 (Zero) to de-schedule.
- Press the Schedule push button. >
The system will respond with 'Confirm Schedule of Inspections' click ok. >
The system will respond with the number of records updated.
Field Descriptions:
CLASS - Select the appropriate Class starting and ending range, if applicable.
DEPARTMENT - Select the appropriate Department starting and ending range, if applicable.
TRADE RANGE - Select the appropriate Trade starting and ending range, if applicable. Each class has up to six trades.
Notes: One Work Order will be created when multiple tasks for the same Trade is due. Not all trades for an item need to be scheduled at one time, BUT it is easier to process them all at once unless it is necessary to schedule them separately.
SCHEDULE TYPE - Select "E" to schedule equipment, or "A" to schedule areas.
WEEK OF GREATEST INSPECTION - Cycle Week; This is usually the annual inspection. First determine what month your week of greatest
inspection is to occur. View the Month/Week table and select the week according to the month.
Note: Enter 0 to de-schedule.
Push-button/Check Box/Links:
SKIP ITEMS WITH NO CYCLE WEEK - Check Box - By checking this check box the system will skip items with no cycle week defined.
Note: Excludes archived equipment.
SCHEDULE Push-Button - Click the push-button when all of your data entry is done and VERIFIED. The system will respond with 'nn Updated' nn shows the number of records updated. This text appears above the Schedule push-button. If the text does not appear click the Schedule push-button again.
Revised: 10/21/2014
Schedule Inspections By Control# (top)
Path:
Inspections > Scheduling & Load Reports > Schedule Inspections by Control
Overview:
USE THIS MENU OPTION WITH CAUTION! - Incorrect entry may cause problems when creating inspections.
Inspections are created based on Class, Inspection procedures, and Cycle week. Each of these items must be present to generate inspections
You may Add or Change the 'Cycle week / Week of Greatest Inspection' by Control or Area Key.
In other words Designate a fixed time to start the inspection.
The Cycle Week / Week of Greatest Inspection, is defined as the week of the year in which the first checks will be done. This first week in the inspection cycle will be referred to as the "cycle week", and should be the "week of greatest inspection". The "week of greatest inspection" refers to the week you schedule the "greatest inspection" (Week when most of the work is done).
Use 'Schedule Inspections by Control' menu option (this option) to schedule by control# (s) or Area Key (s).
Use 'Schedule Inspections' menu option to schedule by a range of Classes, Departments, Trades etc.
Scheduling does not update the trade inspection work load hours. "Re-total trade hours" should be run periodically to get
accurate load hours.
Miscellaneous:
- Cycle Weeks:
a) Review the 'Calendar Weeks' section in this manual for week standards.
b) The months/week are listed on the mPro3 screen.
- Entry Verification:
a. Go to the equipment file and verify the cycle week is correct. - or -
b. Run a display data report. - or -
c. Run the Equipment Inspection Load Report
Note: Scheduling does not update the trade inspection work load hours. "Retotal trade hours" should be run periodically to get
accurate load hours.
- Audit Entries
Under the field Data File use 'equip' for equipment, 'area' for area
Under the field Action use 'CHG' for the action of change
Process Flow:
- If applicable, select Trade for records to be scheduled. Enter Control numbers or Area Keys.
Notes:
It is best to use the Month/Week grid to determine what week to use when scheduling.
Skip items with no cycle weeks means, keep the unscheduled items as unscheduled.
Use the cycle week of 0 (Zero) to de-schedule.
- Press the Schedule push button. >
The system will respond with the number of records updated.
Field Descriptions:
TRADE RANGE - Select the appropriate Trade starting and ending range, if applicable. Each class has up to six trades.
Notes: One Work Order will be created when multiple tasks for the same Trade is due. Not all trades for an item need to be scheduled at one time, BUT it is easier to process them all at once unless it is necessary to schedule them separately.
WEEK OF GREATEST INSPECTION - Cycle Week; This is usually the annual inspection. First determine what month your week of greatest
inspection is to occur. View the Month/Week table and select the week according to the month.
Note: Enter 0 to de-schedule.
SCHEDULE TYPE - Select "E" to schedule equipment, or "A" to schedule areas.
CONTROL# (S) OR AREA KEY (S) - Enter up to 20 Equipment Control Number (s) or Area Key (s)
Push-button/Check Box/Links:
SCHEDULE Push-Button - Click the push-button when all of your data entry is done and VERIFIED. The system will respond with 'nn Updated' nn shows the number of records updated. This text appears above the Schedule push-button. If the text does not appear click the Schedule push-button again.
SKIP ITEMS WITH NO CYCLE WEEK - Check Box - By checking this check box the system will skip items with no cycle week defined.
Note: Excludes archived & deleted equipment.
Revised: 10/21/2014
Schedule Load / Parts Requirements (top)
To get a list of inspection parts required for a quarter, choose AREA or EQUIPMENT INSPECTION LOAD REPORT from the Inspection pull down submenu, Schedule/Load Reports.
Select the "report type" list for parts requirements. Enter additional parameters as appropriate.
Example of report: (See the form itself: It has a link for an example)
Revised: 01/01/1996
Schedule Load / Weeks Due (top)
To get a list of equipment or areas due for a quarter, choose AREA or EQUIPMENT INSPECTION LOAD REPORT from the Inspection pull down submenu, Schedule/Load Reports.
Select in the "report type" list for parts requirements. Enter additional parameters as appropriate.
Example Report:
10/31/93 SOMERSET HILLS HOSPITAL PAGE 1
CONTROL CLASS AREA BUILDING TRADE WEEKS WHEN INSPECTION COMES DUE AND WITH GREATEST INTERVAL
0101 A/CWIN 104 MAIN MECH1 wk: 9 int: 26 wk: 17 int: 8 wk: 26 int: 8 wk: 35 int: 26 wk: 43 int: 8 wk: 52 int: 8
100 HEATER 99 99 ELECT1 wk: 2 int: 6 wk: 9 int: 52 wk: 15 int: 6 wk: 17 int: 8 wk: 22 int: 6 wk: 26 int: 8 wk: 28 int: 6 wk: 35 int:
26 wk: 41 int: 6 wk: 43 int: 8 wk: 48 int: 6 wk: 52 int: 8
100 HEATER 99 99 MECH1 wk: 9 int: 26 wk: 35 int: 26
1000 ABSCHI 99 99 MECH1 wk: 9 int: 52
1000 ABSCHI 99 99 ELECT1 wk: 9 int: 52
41 AHUDX 99 99 ELECT1 wk: 1 int:104
3 BED 99 99 ELECT1 wk: 2 int: 6 wk: 9 int: 52 wk: 15 int: 6 wk: 22 int: 6 wk: 28 int: 6 wk: 35 int: 26 wk: 41 int: 6 wk: 48 int: 6
3 BED 99 99 MECH1 wk: 9 int: 52 wk: 35 int: 26
40 BED B2B06 MAIN ELECT1 wk: 2 int: 6 wk: 9 int: 52 wk: 15 int: 6 wk: 22 int: 6 wk: 28 int: 6 wk: 35 int: 26 wk: 41 int: 6 wk: 48 int: 6
40 BED B2B06 MAIN MECH1 wk: 9 int: 52 wk: 35 int: 26
60 FIRE 99 99 MECH1 wk: 6 int: 13 wk: 19 int: 26 wk: 32 int: 13 wk: 45 int: 26
61 FIRE 99 UH MECH1 wk: 1 int: 26 wk: 14 int: 13 wk: 27 int: 26 wk: 40 int: 13
62 FIRE 99 99 MECH1 wk: 1 int: 26 wk: 14 int: 13 wk: 27 int: 26 wk: 40 int: 13
1 HEATER FLOOR0 NORTH ELECT1 wk: 2 int: 6 wk: 9 int: 52 wk: 15 int: 6 wk: 17 int: 8 wk: 22 int: 6 wk: 26 int: 8 wk: 28 int: 6 wk: 35 int: 26 wk: 41 int: 6 wk:
43 int: 8 wk: 48 int: 6 wk: 52 int: 8
1 HEATER FLOOR0 NORTH MECH1 wk: 9 int: 26 wk: 35 int: 26
2 HEATER FLOOR0 NORTH ELECT1 wk: 2 int: 6 wk: 9 int: 52 wk: 15 int: 6 wk: 17 int: 8 wk: 22 int: 6 wk: 26 int: 8 wk: 28 int: 6 wk: 35 int: 26 wk: 41 int: 6 wk: 43 int: 8 wk: 48 int: 6 wk: 52 int: 8
2 HEATER FLOOR0 NORTH MECH1 wk: 9 int: 26 wk: 35 int: 26
1500 LIGSOU 99 MAIN MECH1 wk: 1 int: 52
VAV43 VAV 99 UH ELECT1 wk: 3 int: 52
Revised: 01/01/1996
Scheduling Overview (top)
Path:
Inspections > Scheduling and Load Reports > Schedule Inspections
Overview:
Scheduling is the process that assigns an inspection week to a piece of equipment or an area. Inspections are created based on the cycle
week, and intervals from the Inspection Check Procedures file.
Before inspections can be scheduled, areas, and equipment, and their respective classes and inspection procedures must be entered.
- Classes are entered in the CLASSIFICATIONS file (See 'Classification Types Area/Equipment' for detailed information).
- For each class an Inspection procedure (checks) are entered in the Inspection Check file (See 'Inspection Checks' section for detailed information).
- For each procedure, the inspection interval is entered.
- For each trade entered for a particular class, at least one check for that trade, must be entered if you want to schedule items in that class for that trade.
WEEK OF GREATEST INSPECTION/CYCLE WEEK:
When scheduling, the week of the year in which the first of these checks will be done will be entered. The first week in the inspection cycle
will be referred to as the "cycle week", and should be the "week of greatest inspection". The "week of greatest
inspection" refers to the week you schedule the "greatest inspection", e.g., quarterly, semi-annual, annual,
bi-annual.
From the 'Week Of Greatest Inspection/Cycle Week', all lesser inspections to be scheduled, will be distributed
throughout the year based on the intervals in the inspection procedures file.
WEEK TO MONTH CONVERSION TABLE:
Weeks Month:
1-4 JAN
5-8 FEB
9-13 MAR
14-17 APR
18-21 MAY
22-26 JUN
27-30 JUL
31-34 AUG
35-39 SEP
40-43 OCT
44-47 NOV
48-52 DEC
EXAMPLE:
Greatest inspection: Annual
Week Of Greatest Inspection/Cycle Week: 04, or 4th week of January
Week of lesser inspections:
Interval: 4 (Monthly): 08,12,16,21,25, etc.
Interval: 13 (Quarterly): 17,30,43,04, etc.
Scheduling can be done by control #, system, etc., or for an entire class at one time.
When items are scheduled by class, the Week Of Greatest Inspection/Cycle Week entered will be applied to all areas or equipment in that class.
When the classes are created, you are allowed to enter up to six trades for each class. Inspection procedures must be set up
for each class, trade, and interval combination. Each trade must be scheduled separately. Each trade entered will receive a separate
inspection work order when it is due.
When items are scheduled individually, the week of greatest inspection must be entered for each item (see Schedule Inspections By Control#).
This selection can be used to make a few items different after all items have been scheduled as a class or system. It can also be used to
schedule items added after the class has been scheduled.
Note: Most items are originally scheduled by class. When many items are scheduled individually, it is easy to miss an item.
To verify all Areas or Equipment have been scheduled, run a Display Data listing on the Area or Equipment file.
Equipment Example:
1. Go to the menu Display data
2. On the 'Display data - pick table' screen ---------------------- select EQUIPMENT and click continue.
3. On the 'Display data - pick saved template' screen ------------ click the NEW ENTRY push-button.
4. On the 'Display data - pick fields to Display' screen ----------- select control and cycle_week_1, then click continue.
5. On the 'Display data - set order' screen ----------------------- Accept the defaults, then click continue.
6. On the 'Display data - pick fields for Criteria' screen ---------- Accept the defaults, then click continue.
7. On the 'Display data - set criteria' screen --------------------- Do the following for the field name equip__cycle_week_1
a. operator <
b. value 1
c. Click create report.
The report will list all equipment where the cycle week is zero.
Notes:
Individual items can be checked by looking at scheduling section of the record.
Verify the Inspection intervals are entered, if this item is to receive an inspection
DESCHEDULING INSPECTIONS:
Descheduling" is removing the entire schedule so that no inspections are created.
This would make sense for items that are in storage, on loan, or no longer used.
The 'Schedule Inspections' option may be used to deschedule items.
To deschedule an item, enter "0" as the Cycle Week (Week of Greatest Inspection).
The 'Equipment' and 'Areas' options may also be used to deschedule items.
To deschedule an item, enter "0" in the Week column (Cycle week / Week of Greatest Inspection).
Note: To find fields for Areas look under the 'Fixtures & Prompts, Trades heading'; Equipment look under the 'Scheduling' heading.
OVERRIDE INSPECTIONS:
A user may override equipment inspections up to two trades. See 'Equipment' section for further details.
OTHER:
Scheduling does not update the trade inspection work load hours. "Re-total trade hours" should be run periodically to get
accurate load hours.
Miscellaneous:
Review the 'Calendar Weeks' section in this manual for week standards.
Revised: 07/05/2007
Search Screens - General (top)
Overview:
Search Screen options on General pages:
Examples: Equipment, Repair/Insp, Area etc.
Find Screen - The user may enter a key or search criteria to find records.
Select Screen - Select which record to view (Does not appear if search returns a direct hit).
Show Screen - Shows all the data fields of the record.
Miscellaneous:
The system automatically eliminates all choices NOT related to the first parameter selected.
Example: Select Facility - the system will show only the Cost Centers related to that Facility.
Field Descriptions:
---------------------------------------- ---------------------------------------- ----------------------------------------
FIND SCREEN
The system will display three tabs, Main, Location, Other, and/or Key field.
Enter search criteria.
- MAIN - Fields most commonly used
- LOCATION - Location fields
- OTHER - Other fields you may search on
ORDERED BY - The system will sort the 'Select Screen' by the field selected.
FIELD LIST - Click in the box 'Select Fields to Display', check mark the fields you wish to display on the Select screen. The 'Find' key must be pressed for system to set new default list.
MAX TO FIND/MAX RANGE OF FILES - Limits the number of records returned on a search; If exceeded, the system will return a message; You may modify the Max Range limit or your search criteria.
SHOW ACTIVE ONLY - Check the 'Show Active Only' check box to return all active records. Keep blank to show all active and inactive (deleted) records. The inactive records will be low-lit/annotated.
FIND - Select this push-button to start your search.
RESET - System will reset all search criteria to blank.
NEW - Select this push-button to create a new record.
OPEN PM's/REPAIRS - push-button - Enter a control number to show Open PM's/Repairs
---------------------------------------- ---------------------------------------- ----------------------------------------
SELECT SCREEN (does not appear if system returns a direct hit)
Select the record desired by clicking anywhere on the text line.
SHOW - Define the number of results displayed on a page. Works in tandem with the Previous/Next function in the lower right hand corner of the page.
SEARCH - Search for a string within the rows.
SORT ON HEADER - Click column headings to sort data.
PRINT/REPORT OPTIONS:
- TEXT - Copies 'All' data into your buffer for pasting into a document. Data is tab delimited.
- EXCEL LINK - Save all results into and Excel sheet. System will ask you to save file.
- PDF - Save All results into a PDF document. System will ask you to save file.
- PRINT - Displays a HTML Version of the page, which you are able to print. Press ESC when finished.
COLUMN VISIBILITY - Allows you to show or hide specific columns from the list. The first column may not be hidden from the list.
PREVIOUS/NEXT - Located in the lower right hand corner of the page allows user you to select results page to view.
RETURN TO SEARCH - push-button - Returns to the Find screen.
---------------------------------------- ---------------------------------------- ----------------------------------------
SHOW SCREEN
FIND - Fill in text box to left of the find button, then click find. The system will search by key unless another search field is selected.
NEW - Lets you add a NEW record. You can also select New Record from Look up Tables on the main menu.
The New push-button appears for users with the access of 2
SAVE - Saves data screen after making changes. You can also click <enter> in any text box and that will save changes as well. The system will respond 'Changes Saved'.
TOP - Go to top (first record) of file.
PRIOR - Go to the prior record.
NEXT - Advances to the next record.
LAST - Advances to the last record.
REFRESH - Refresh the screen.
PAGE 2 - Select this button for more data fields.
DELETE - The system will prompt the user to verify deletion. Click the delete push-button a second time.
- The Delete push-button appears for users with the access of 4 (Delete privileges).
- The Delete push-button will NOT appear on the Equipment page, if there are open Work Orders.
- The record is not removed from the database, it is marked as inactive.
- Records marked inactive/deleted will not appear on reports.
Revised: 08/11/2016
Search Screens - Look Up Tables (top)
Overview:
Search Screen options on Look Up Table pages:
Examples: Classification, Cost Center/Department, Vendor/Manufacturer etc.
Find Screen - The user may enter a key to find record(s).
Select Screen - Select which record to view.
Show Screen - Shows all the data fields of the record.
Field Descriptions:
---------------------------------------- ---------------------------------------- ----------------------------------------
FIND SCREEN
Use the Class or Vendor/Manufacture files as an example
BOX - Enter a key or part of a key and click Find.
Note: Keys are used throughout the system to LINK the data files together.
Examples: Class (ASPI = Aspirator), Vendor/Manufacturer (HEWPAC = Hewlett Packard)
KEYWORD SEARCH - Check the Keyword search check box to look for a word in a phrase in the Name field.
SHOW ACTIVE ONLY - Check the Show Active Only check box the system will return all active records. If the check box is left blank the system will return active and deleted records. The inactive records will be low-lit.
ORDERED BY - Select an entry in the drop down menu. The system will sort the select screen by that field.
FIND - Select this push-button to start your search. Depending on the criteria entered the system returns 15 records at a time. In some instances you will get all records.
NEW - Select this push-button to create a new record.
---------------------------------------- ---------------------------------------- ----------------------------------------
SELECT SCREEN (does not appear if system returns a direct hit)
+/EDIT - Push-button - Select the record desired by clicking on the +Edit text.
EXCEL LINK - Use this option to view list in Excel format. Save Excel first before making changes.
---------------------------------------- ---------------------------------------- ----------------------------------------
SHOW SCREEN
FIND - Fill in text box to left of the find button, then click find. The system will search by key unless another search field is selected.
NEW - Lets you add a NEW record. You can also select New Record from Look up Tables on the main menu.
The New push-button appears for users with the access of 2
SAVE Saves data screen after making changes. You can also <enter> in any text box and that will save changes as well.
TOP - Go to top (first record) of file.
PRIOR - Go to the prior record.
NEXT - Advances to the next record.
LAST - Advances to the last record.
DELETE - The system will prompt the user to verify deletion. Click the delete push-button a second time.
- The Delete push-button appears for users with the access of 4 (Delete privileges).
- The record is not removed from the database, it is marked as inactive.
- Records marked inactive/deleted will not appear on reports.
Revised: 04/29/2015
Search Tool (top)
Path:
Located in the upper right hand corner of the screen, noted with the word 'Search...'.
Overview:
The Search Tool is on the mPro3 home page and allows a database search from one data field. It can be used with Files, Dates or Menu Jumps.
This is beneficial because a user does not need to know how the program works to get the data and is a time saver.
Dates:
FILE NAME - Field Name(s)
AUDIT FILE - Audit Date
EQUIPMENT FILE - Purchase Date (acquired date)
PURCHASE ORDER FILE - Date Completed
LINE ITEMS FILE (Purchase Order) - Purchase Order Line Item date
PROJECT FILE - Date Completed
SERVICE HISTORY FILE - Date Completed, Date Received
WORK ORDER FILE - Date Completed, Date Received
Work Orders: (Number Search)
If a # and between 1000 and current max order #, check if an active work order, otherwise do not check work order file.
If valid order# then check service history too.
Files: (Number and/or Text String search)
FILE NAME - Field Name(s)
AREA FILE - Area Key, Area Description
CLASSIFICATION FILE - Class Key, Class Description
COST CENTER FILE - Cost Center Key, Cost Center Name
CONTRACT FILE - Contract Key, Contract name
DEVICES FILE - MAC Address
EMPLOYEE FILE - Employee Key, Name, Number
EQUIPMENT FILE - Control Serial Number, Known As, Floor
- Systems without Model file: Model
- Systems with Model file: The system will display the Model link and then user can select equipment
FACILITY FILE - Facility Key, Facility Name
MODEL FILE - Model (If the Model File is used)
PARTS FILE - Part Number, Manufacturer Part Number, Vendor 1 and 2 Part Number
PURCHASE ORDER FILE - Purchase Order Number
PROJECT FILE - Project Number
REQUEST CODE FILE - Request Key, Request Name
SERVICE CODE FILE - Service Code Key, Service Code Name
SERVICE REPORT NUMBER - From the Service History file.
SYSTEM FILE - System Key, System Name
TRADE FILE - Trade Key, Trade Name
USER FILE - User Name (Key), User Name
VENDOR FILE - Vendor Key, Vendor Name
Menu Jumps:
In the search tool box enter *? and a listing of all menu items will display (for your user account).
- - - - - - - - OR - - - - - - - -
At the bottom of each menu page is a menu Jump code:
- To Jump menus - prefix the code with an asterisk:
Example: *IR or *229 - Will jump to the Inspection Report menu
- To get a Jump list, listing:
Go to User Groups via Look up tables > Select the group > Click the push button 'List Pages in a group'.
Process Flow:
Put 'search item' in the box and hit enter.
Examples:
- If you search for model 5000, it will bring up the links for all the models that have 5000 in them.
It will not bring up the equipment for all those models. You would then click on the particular model link and then click display equipment
- If you enter a date - 06/05/2013 - The system will return files created or changed on that date.
- If you enter *RR or *106 - will bring up the Repair Report menu (menu jump)
- If you enter *? you will get a page list for your user profile
Revised: 08/12/2016
Service Codes (top)
Path:
Look up Tables > Service Code
Lists > Service Code Listing
Overview:
Service codes are used to describe the work completed when closing an order. Service codes can be verbs (action words), nouns, or service statements (a combination of verb(s) and noun(s)). Service codes are strung together to make up "service statements" that will display in the service history file. You can enter any service code in the 9000-9999 range. For reporting purposes, these codes will be considered repair codes.
Service codes are used for reporting purposes in conjunction with QA Category codes.
Miscellaneous:
- To print a list of Service Codes to give to your technicians:
Go to Lists > Service Code Listing > Select the 'Ordered by' sort > You may want to use the Excel File and put borders.
- On Closings - If the system is set to 'Have system set QA category based on Action Service Code', the QA category is set on the first service code on the first closing.
QA Categories:
- Repair = 1,2,3,5,9,10,11,12,13,14,15,16
- Inspection = 4,6,7,8
- See QA Categories section of this manual for more details.
'Order Status' Service Codes:
- Service codes 1470 to 1489 (Default and Custom Order Status codes)
- Service Codes 672 (Awaiting Parts) OR 1426 (Parts Ordered)
- Service Codes 1662, 1700 (Equipment Not Located) and 1701 (Equipment Not Available/In Use), 1708
See Order Status Codes section of this manual for details.
------------------------------------------
'Update' Service Codes:
- Service Code 1202 - If code 1202 'Verified Proper Operation' is in 3rd place, the system will automatically set QA category to 9.
- Service Code 1428 - See FAQ How do I process an 'Equipment in Storage' PM (1428/1703)?
- Service Codes 1429 (Removed From Inventory/QA=1) or 1649 (Archive/QA=6)
- Setup Flag F095 = Active
- When the Setup Flag F095 is active and a closing is entered with 1429 or 1649, the system will automatically delete/archive equipment, set the Department to ARC, Cycle Weeks to Zero, and set the Next Inspection to blank. For some systems the department will not change. Ask your mPro3 admin or call MAYER COMPUTER SERVICES, INC..
- Also see 'Equipment to Be Archived (Inactivated) - Automatic Process' section in this manual for details.
- Service Code 1617 (Out of Service)
- When Service code 1617 is used the system does not update the Last Inspection Date.
- Service Code 1660 (Return to Active Service)
- Scripps only - Counts on a special report.
- The code is used when a device has been archived, and has been reactivated. This should be the first service code listed on the work order.
- Service Code 1698 (Inspection Completed) - When closing with the Service Code 1698, the system will automatically insert all frequencies in the Service History notes. (i.e. Weekly, Monthly, Quarterly etc.)
Notes:
Program code looks at the interval to determine what text to insert into the Service History notes.
Use 1698 instead of using specific codes like 1613, 1615, 1618 etc.
- Service Code 1703 - See FAQ How do I process an 'Equipment in Storage' PM (1428/1703)?
- Service Code 1801 (INCOMING INSPECTION-RETURN)
- This code has nothing to do with archival, but is used when a device has been sent out for repair or inspection and has been returned to the hospital.
Field Names:
SERVICE CODE - 6 digits, Do not change the numbers already in use.
NAME - Description statement, 30 characters or less.
Service Code and QA Category List:
***********************************************************************
* WARNING!
* MANY REPORTS USE THESE SERVICE CODES FOR ANALYSIS.
* DO NOT CHANGE EXISTING CODES.
***********************************************************************
All service codes should fit into the correct range, "verb" or
"noun". This is necessary for proper calculations and reporting.
|
Service code list (in order by service code) |
|
When closing a work order for the 1st time, |
|
|
|
|
|
if you use these service codes in the action field, |
|
|
|
|
|
mPro3 will automatically assign the work order this QA category. |
|
|
QA Category |
|
|
|
QA Category |
|
|
Service
|
Service
code name
|
QA
|
|
Service
|
Service
code name
|
QA
|
|
|
Code
|
|
Category
|
|
Code
|
|
Category
|
|
|
|
Use Error (1100-1199)
|
11
|
|
|
Staff
/ Clinical Support (1300-1399)
|
13
|
|
|
1100
|
IMPROPER
CARE
|
11
|
|
1300
|
STAFF
INSTRUCTION
|
13
|
|
|
1101
|
IMPROPER
USE CONTROLS
|
11
|
|
1301
|
STAFF
INSTRUCTION/PHONE
|
13
|
|
|
1102
|
IMPROPER
USE EQUIPMENT
|
11
|
|
1302
|
IN-SERVICE
|
13
|
|
|
1103
|
CONTAMINATED
|
11
|
|
1303
|
INSTALLATION,
STAFF/CLINICAL
|
13
|
|
|
1104
|
UNIT
DAMAGED
|
11
|
|
1304
|
VENDOR
CALLED IN
|
13
|
|
|
1105
|
IMPROPER
USE ACCESSORIES
|
11
|
|
1305
|
VENDOR
NOT CALLED
|
13
|
|
|
1106
|
UNIT
DROPPED
|
11
|
|
1307
|
DISCREPANCY
REPAIR
|
13
|
|
|
1107
|
PATIENT
ABUSE
|
11
|
|
1308
|
UPGRADE,
TECH SUPPORT
|
13
|
|
|
1108
|
UNIT
UNPLUGGED
|
11
|
|
1309
|
TRANSPORT
PATIENT
|
13
|
|
|
1109
|
SPILLED
FLUID
|
11
|
|
1310
|
EVALUATED
|
13
|
|
|
1110
|
IMPROPER
PATIENT PREP.
|
11
|
|
1311
|
STAFF
SUPPORT
|
13
|
|
|
1111
|
USE ERROR
|
11
|
|
1312
|
INSTRUCTION
|
13
|
|
|
1112
|
LOST
UNIT
|
11
|
|
1313
|
SUPPLY
REPLACED
|
13
|
|
|
1113
|
EMPLOYEE
EQUIPMENT ABUSE
|
11
|
|
1314
|
CLINICAL
PROCEDURE ASSIST
|
13
|
|
|
1114
|
MISSING
DUE DOT/UCID NUMBER
|
11
|
|
|
|
|
|
|
1115
|
DISCOVERY
OR ARCHIVE EQUIP
|
11
|
|
|
Admin.
Support (1400-1404,1406-1450)
|
1
|
|
|
1116
|
PREVENTABLE
REPAIR
|
11
|
|
1400
|
ROUNDS,
ADMIN
|
1
|
|
|
1117
|
FLUID
INVASION
|
11
|
|
1401
|
DEPARTMENT
MEETING ENG
|
1
|
|
|
1118
|
FAILED
TO FOLLOW SMDA POLICY
|
11
|
|
1402
|
COMMITTEE
MEETING
|
1
|
|
|
1119
|
MANUFACTURER`S
DEFECT
|
11
|
|
1403
|
SHOP
WORK
|
1
|
|
|
The
monthly report pulls Staff Damage & Occurrences using
|
|
1404
|
STOCKROOM
|
1
|
|
|
QA
category 11 and services codes 1100,1104,1106,1107,1109
|
1406
|
DEPARTMENT
MEETING/CLIENT
|
1
|
|
|
The
bolded Service codes above.
|
|
|
1407
|
PAPERWORK,
ADMIN
|
1
|
|
|
|
|
|
|
1408
|
ESTIMATING
|
1
|
|
|
|
No
Problem Found (1200-1249)
|
9
|
|
1409
|
FIRE
ALARM
|
1
|
|
|
1201
|
COULD
NOT VERIFY PROBLEM
|
9
|
|
1410
|
DUPLICATE
W.O.
|
1
|
|
|
1202
|
VERIFIED
PROPER OPERATION - If code 1202 'Verified Proper Operation' is in 3rd place, the system automatically sets QA category to 9.
|
9
|
|
1411
|
OFFICE
WORK
|
1
|
|
|
1203
|
PAPERWORK
LOST
|
9
|
|
1412
|
BOMB
THREAT
|
1
|
|
|
1204
|
WORKING
ON ARRIVAL
|
9
|
|
1413
|
NOT
APPROVED
|
1
|
|
|
1205
|
NO
PROBLEM
|
9
|
|
1414
|
SHOP
MEETING
|
1
|
|
|
1206
|
VERIFIED
|
9
|
|
1415
|
QUALITY
CONTROL
|
1
|
|
|
1207
|
CALL
CANCELLED, NOT AVAILABLE
|
9
|
|
1416
|
TRANSPORTATION
|
1
|
|
|
|
|
|
|
1417
|
OVERHEAD
|
1
|
|
|
|
Hazards
/ Incidents (1250-1299)
|
5
|
|
1418
|
SECURITY,
ADMIN
|
1
|
|
|
1250
|
HAZARD
EVALUATION
|
5
|
|
1419
|
WARRANTY
REPAIR
|
1
|
|
|
1251
|
EXTERNAL
HAZARD
|
5
|
|
1420
|
INVENTORY
EQUIPMENT
|
1
|
|
|
1252
|
INTERNAL
HAZARD/RECALL
|
5
|
|
1421
|
TIME
WAITING
|
1
|
|
|
1253
|
HAZARD/RECALL
|
5
|
|
1422
|
TEST
DEVELOPMENT
|
1
|
|
|
1254
|
INCIDENT
|
5
|
|
1423
|
TRAVEL
TIME/TECH
|
1
|
|
|
1255
|
INCIDENT
EVALUATION
|
5
|
|
1424
|
CONTROL
TAG AFFIXED
|
1
|
|
1256 |
SEQUESTERED UNIT |
5 |
|
1426 |
PARTS ORDERED *** |
1 |
|
|
|
|
|
1428 |
MOVED TO STORAGE *** |
1 |
|
|
|
|
|
1429 |
REMOVED FROM INVENTORY *** |
1 |
|
|
|
Vendor
Rel. / Assist Provid (2000-2099)
|
16
|
|
1430
|
TRANSFER
EQUIPMENT
|
1
|
|
|
2000
|
VENDOR
WARRANTY
|
16
|
|
1431
|
PHONE,
MESSAGE TIME
|
1
|
|
|
2001
|
VENDOR
INSURANCE
|
16
|
|
1432
|
ADMIN
MEETING, DIR/SUPER
|
1
|
|
|
2002
|
VENDOR
CONTRACT
|
16
|
|
|
|
|
|
|
2003
|
VENDOR
REPAIR
|
16
|
|
cont.
|
Vendor
Rel. / Assist Provid (2000-2099)
|
|
|
|
2004
|
VENDOR
CALLED IN
|
16
|
|
2014
|
VENDOR
NOT CALLED IN-INS
|
16
|
|
|
2005
|
VENDOR
NOT CALLED
|
16
|
|
2015
|
VENDOR
NOT CALLED IN-CNTCT
|
16
|
|
|
2006
|
VENDOR
ASSIST
|
16
|
|
2016
|
DECLINED
VENDOR ESTIMATE
|
16
|
|
|
2007
|
VENDOR-SMOKE
HAZARD
|
16
|
|
2017
|
VENDOR REPAIR, PO
|
16
|
|
|
2008
|
TRAVEL
TIME/VENDOR
|
16
|
|
|
|
|
|
2009
|
VENDOR
|
16
|
|
You
can add more svc codes in these QA Categories.
|
|
|
|
2010
|
RETURN
TO VENDOR
|
16
|
|
Do
not use letters for service codes.
|
|
|
|
2011
|
RETURN
TO VENDOR/DEMO
|
16
|
|
Generally
new repairs service codes should be added
|
|
|
|
2012
|
COORDINATE
VENDOR RESPONSE
|
16
|
|
in
the 9000 range.
|
|
|
|
2013
|
VENDOR
CAUSED PROBLEM
|
16
|
|
win98\mydoc\mpro3\training\mpro3
on-line\service codes.xls
|
|
|
2017
|
VENDOR
REPAIR PO
|
16
|
|
|
|
|
|
QA
Category
|
|
|
|
QA
Category
|
|
|
|
Service
|
Service
code name
|
QA
|
|
Service
|
Service
code name
|
QA
|
|
|
Code
|
|
Category
|
|
Code
|
|
Category
|
|
|
|
Training
/ Education (1405,1450-1469)
|
15
|
|
|
Inspections
(1600-1699)
|
6
|
|
|
1405
|
TRAINING/EDUCATION
|
15
|
|
1600
|
SAFETY
CHECK
|
6
|
|
|
1451
|
DISASTER
DRILL
|
15
|
|
1601
|
PERFORMANCE
CHECK
|
6
|
|
|
1452
|
PHYSICAL
|
15
|
|
1602
|
PERFORMANCE/SAFETY
CHECK
|
6
|
|
|
1453
|
WORK
INJURY
|
15
|
|
1603
|
PM
|
6
|
|
|
1454
|
TRAINING
- ON-SITE
|
15
|
|
1604
|
PM/SAFETY
|
6
|
|
|
1455
|
TRAINING
- ON PHONE
|
15
|
|
1605
|
PM/PERFORMANCE
|
6
|
|
|
1456
|
TRAINING
OF PEERS
|
15
|
|
1606
|
PM/PERFORM/SAFETY
|
6
|
|
|
1457
|
SUPERVISION
|
15
|
|
1607
|
WARRANTY
INSPECTION
|
6
|
|
|
|
Order Status Codes (1470-1489) ***
|
1
|
|
1608
|
PM
RE-LAMPING
|
6
|
|
1470/89 |
User defined Status Codes *** |
1
|
|
1609 |
WEEKLY INSPECTION |
6 |
|
|
|
Non-Productive
Time (1427,1490-1499)
|
10
|
|
1610
|
BI-WEEK
INSPECTION
|
6
|
|
|
1427
|
BREAK
TIME
|
10
|
|
1611
|
MONTHLY
INSPECTION
|
6
|
|
|
1490
|
NON-PRODUCTIVE
TIME
|
10
|
|
1612
|
BI-MONTHY
INSPECTION
|
6
|
|
|
1491
|
PAID
TIME OFF
|
10
|
|
1613
|
QUARTERLY
INSPECTION
|
6
|
|
|
1492
|
UNSCHEDULE
PAID TIME OFF
|
10
|
|
1614
|
6
MONTH INSPECTION
|
6
|
|
|
1493
|
SICK
TIME
|
10
|
|
1615
|
YEARLY
INSPECTION
|
6
|
|
|
1494
|
LEAVE
OF ABSENCE
|
10
|
|
1616
|
ROUNDS,
INSPECTION
|
6
|
|
|
|
Technical
Support (1500-1599)
|
14
|
|
1617
|
OUT
OF SERVICE ***
|
6
|
|
|
1500
|
CONSULTATION
|
14
|
|
1618
|
RECORD
VALUE
|
6
|
|
|
1501
|
CONTRACT
EVALUATION
|
14
|
|
1619
|
3
WEEK INSPECTION
|
6
|
|
|
1502
|
INSTALLATION,
TECH SUPPORT
|
14
|
|
1620
|
5
WEEK INSPECTION
|
6
|
|
|
1503
|
SPECIAL
PROJECT
|
14
|
|
1621
|
6
WEEK INSPECTION
|
6
|
|
|
1505
|
REPAIR
FEASABILITY ANALYSIS
|
14
|
|
1622
|
17
WEEK INSPECTION
|
6
|
|
|
1506
|
ASSIST
TECH
|
14
|
|
1623
|
EVERY
1.5 YEARS INSPECTION
|
6
|
|
|
1507
|
PRE-PURCHASE
EVALUATION
|
14
|
|
1624
|
EVERY
2 YEARS INSPECTION
|
6
|
|
|
1508
|
ROUNDS,
TECH SUPPORT
|
14
|
|
1625
|
EVERY
3 YEARS INSPECTION
|
6
|
|
|
1510
|
PAPERWORK,
TECH SUPP
|
14
|
|
1626
|
EVERY
5 YEARS INSPECTION
|
6
|
|
|
1511
|
HAZARD/RECALL
ALERT REVIEW
|
14
|
|
1627
|
EVERY
10 YEARS INSPECTION
|
6
|
|
|
1512
|
COMMITTEE
MEETING, TECH SUP
|
14
|
|
1628
|
MULTI-YEAR
INSPECTION
|
6
|
|
|
1513
|
EQUIP
RETIREMENT ANALYSIS
|
14
|
|
1629
|
EVERY
2.5 YEARS INSPECTION
|
6
|
|
|
1514
|
CO-ORDINATE
VENDOR SERVICE
|
14
|
|
1631
|
PASSED
AFTER REPAIR
|
6
|
|
|
1515
|
FOLLOW-UP
AND STATIS
|
14
|
|
1637
|
LOANER
RENEWAL/NO MAINT REQ
|
6
|
|
|
1516
|
PARTS
RESEARCH
|
14
|
|
1638
|
NON
MEDICAL EQUIPMENT
|
6
|
|
|
1517
|
SENT
EXCHANGE PART TO VENDOR
|
14
|
|
1639
|
CALIBRATED
STAT
|
6
|
|
|
1518
|
SENT
LOANER BACK TO COMPANY
|
14
|
|
1640
|
CLEANED
DIFFUSE
|
6
|
|
|
1519
|
TECH
SUPPORT- INSPECTORS
|
14
|
|
1641
|
CLEANED/WASHED
|
6
|
|
|
1520
|
SENT
MACHINE TO VENDOR
|
14
|
|
1644
|
ROOM
CHECK
|
6
|
|
|
1521
|
SENT
REPAIR ITEM TO VENDOR
|
14
|
|
1646
|
INSPECTED
|
6
|
|
|
|
|
|
|
1647
|
EVERY
4 YEARS INSPECTION
|
6
|
|
|
|
Incomplete
Inspections (1700-1799)
|
7
|
|
1648
|
OUT
FOR REPAIR
|
6
|
|
|
1700
|
EQUIPMENT NOT LOCATED PM ***
|
7
|
|
1649
|
ARCHIVE ***
|
6
|
|
|
1701
|
EQUIPMENT
NOT AVAILABLE PM ***
|
7
|
|
1651
|
VISUAL
CHECK
|
6
|
|
|
1702
|
UNABLE
TO COMPLETE PM
|
7
|
|
1652
|
SAFETY/OUT/CYCLE
|
6
|
|
|
1703
|
EQUIPMENT
IN STORAGE DURING PM (Not Life Support) ***
|
7
|
|
1653
|
SAFETY/PERF/OUT/CYCLE
|
6
|
|
|
1704
|
NOT SEEN 3RD TIME PM
|
7
|
|
1654
|
SAFETY/PERF/PM/OUT/CYCLE
|
6
|
|
|
1705
|
PAPERWORK
LOST PM
|
7
|
|
1656
|
ELEC/ENVIRONMENTAL
INSPECTION
|
6
|
|
|
1706
|
NO
STAFF AVAILABLE FOR PM
|
7
|
|
1657
|
MONTHLY
LIM INSPECTION
|
6
|
|
|
1707
|
EQUIPMENT
REMOVED - USE 1429/1649
|
7
|
|
1658
|
SEMI-ANNUAL
LIM INSPECTION
|
6
|
|
|
1708
|
OUT
FOR REPAIR DURING PM
|
7
|
|
1659
|
COORDINATED
VENDOR PM
|
6
|
|
|
1709
|
NOT
LOCATED-NO ARCHIVE PM
|
7
|
|
1660
|
RETURN
TO ACTIVE SERVICE ***
|
6
|
|
|
1710
|
WORK
ORDER ISSUED IN ERROR PM
|
7
|
|
1661
|
PM
DEFERRED, USAGE DRIVEN
|
6
|
|
|
1711
|
COORDINATING VENDOR PM
|
7
|
|
|
|
6
|
|
|
1751
|
VENDOR CALLED IN FOR PM
|
7
|
|
|
|
6
|
|
|
1750
|
VENDOR PARTS ORDERED FOR PM
|
7
|
|
|
|
6
|
|
|
1752
|
SENT OUT FOR PM
|
7
|
|
|
|
6
|
|
|
|
|
7
|
|
|
|
6
|
|
|
|
Incoming
Inspections (1800-1899)
|
8
|
|
1672
|
IN
USE GREATER THAN 30 DAYS
|
6
|
|
|
1800
|
INCOMING
INSPECTION-NEW
|
8
|
|
1681
|
RECORD
RPM
|
6
|
|
|
1801
|
INCOMING
INSPECTION-RETURN ***
|
8
|
|
1682
|
RECORD
TIME
|
6
|
|
1802 |
MANUALS MISSING |
8 |
|
1683 |
RECORD VALUE |
6 |
|
1803 |
ACCESSORIES MISSING |
8 |
|
1698 |
INSPECTION COMPLETED *** |
6 |
|
1804 |
SHIPPED DAMAGED |
8 |
|
|
Failed & Corrected Inspect.(1900-1999) |
4 |
|
1805 |
NOT MEETING SPECS |
8 |
|
1900 |
FAILED A TEST |
4 |
|
1806
|
UNIT
RETURNED
|
8
|
|
1901
|
FAILED
|
4
|
|
|
1807
|
INCOMING
INSPECTION-DEMO
|
8
|
|
|
|
|
|
|
1808
|
ACCEPTANCE: FOUND
INUSE
|
8
|
|
RepairVerbs & Nouns (1-999,1000-1099,9000-9999)
|
|
--
|
|
1812
|
INCOMING,
REACTIVATED
|
8
|
|
|
|
|
*** See Miscellaneous 'Status or other update Service Codes' section above for details.
Revised: 12/22/2017
Service Contract (top)
SOFTWARE MAINTENANCE CONTRACT
MAYER COMPUTER SERVICES, INC. agrees to provide support* for the mPro3 - Medical & Maintenance Management System and related program modules and custom packages. Support of other software packages, hardware, and any other additional items are not explicitly covered by this contract.
MAYER COMPUTER SERVICES, INC. goal is to help in any way to give you an effective and low cost equipment management system. With this in mind, support may be given on other than the management system to keep your operation running at peak performance.
Support is provided via telephone Monday through Friday 8:00 AM to 5:00 PM pacific time and is billed to your hourly support contract. Support contracts may be purchased for any number of hours. Generally 90% of support calls are handled immediately with the balance handled within 24 hours.
On site support and training is available at an additional cost.
The best support is provided when the client is willing to work with the support staff.
*Support may consist of training on various modules of the program, handling of data problems, questions regarding procedures to follow, or general guidelines on how to set up your database. Exceptions to this agreement include, but are not limited to, custom reporting, on-site
training, network issues, and support of other software packages or hardware, and any other additional items or services.
mPro3 is a trademark of MAYER COMPUTER SERVICES, INC..
c:\m.\mpro3\servicecontract.doc 8/7/2003
Revised: 08/07/2003
Service / Service History (top)
Path:
a. Service on the Quick Link, header menu
b. Look up Tables > Service History
Note: See Process Flow (below) to add a New Service History.
Overview:
Use to Add or Modify history.
This option provides user with a list of service history based on selected search criteria. There are several 'Ordered By' selections available.
Add Service History:
User may add Service History but be aware, adding a new service history bypasses the work order process.
Modify mis-entered history:
A better method is to Unclose the work order (which fixes Year to date numbers etc.) and reclose the order.
See Process section below for general guidelines.
Miscellaneous:
The date completed range is set for three years but may be changed.
Process Flow:
Find an individual control number:
Enter the control number and the system will return all the history for that control number.
Note: When a single control number is used all other fields are ignored.
For all other searches you must fill in the date completed line.
Add new Service History:
Use the search criteria to find the Control / Record you wish to add service history to > Click '+ Edit' on your selected record > Click the New push-button > Enter the appropriate information > Press SAVE when complete.
Note: Adding new service history bypasses the work order process, allowing the user to enter lines into history. Usually used to enter past history prior to purchase of mPro3.
Modify Service History
Depending on your scenario use one of the suggestions below.
- WORK ORDER IS POSTED:
- If the change is Minor, and the closing 'HAS' been posted go to Service via the Quick Link (Links located at the top of the mPro3 screen) and modify the service history.
Incorrect QA category: Change QA in Service History and Work Order files.
Adding Notes
Incorrect Vendor
Attachment
Incorrect Employee: Change Employee in Service History and Work Order files.
If the change is Major, and the closing 'HAS' been posted, unclose the work order via the Close Quick Link.
Be aware when unclosing a work order 'all' history is removed - Valid history entries need to be re-entered.
Major Definitions:
- Adding parts to a closed work order is major unless there are no dollars associated with the parts
- Time
- Changing Date
- Order was closed in error
WORK ORDER IS NOT POSTED:
- If the record 'HAS NOT' been posted go to ‘Closings and Post’ and modify the closing.
Field Descriptions:
ORDER NUMBER - Display of the Repair or Inspection order number.
ORDER TYPE - Enter the appropriate Order Type from the drop down menu.
RECEIVED - Date order was received into the system.
REQUEST - Select the appropriate Request Code from the drop down menu.
SERVICES REQUESTED - If user does not enter a Request Code, describe the problem or service requested in the space provided.
---------------------------------------- Who, When, $ ---------------------------------------- ----------------------------------------
EMPLOYEE - Select the appropriate Employee from the drop down menu.
TEAM - 12 Character, Free Form field. A group of individuals that work together.
TRADE - Select the appropriate Trade from the drop down menu. See Trade section of this manual for further definition.
VENDOR - Select the appropriate Vendor from the drop down menu.
DATE COMPLETED - Date Work Order completed.
TIME OF DAY - Time of day Work Order completed.
SERVICE REPORT# - If work was performed by a vendor, enter the Service Report #.
TIME - Time to complete the service, in minutes.
MATERIAL $ - Enter the total cost of materials used by the technician. If parts and materials are being charged by another method in your
hospital, do not enter material dollars here. Costs not included may include materials covered under a contract or costs automatically
calculated using the parts closing option.
STANDARD TIME - For inspections, the standard time is from the Inspection procedure file
LABOR $ - Total Labor used
OPENTIME - Total Open Time of the Work Order.
---------------------------------------- What & Parts ---------------------------------------- ----------------------------------------
QA CATEGORY - Select the appropriate QA Category from the drop down menu.
SERVICE CODE 1 - Select the appropriate Service Code from the drop down menu.
SERVICE CODE 2 - If applicable, Select the appropriate Service Code from the drop down menu.
SERVICE CODE 3 - If applicable, Select the appropriate Service Code from the drop down menu.
DOCUMENT - For future use.
NOTES/DOCS - If applicable enter any notes.
PART - If applicable Select the appropriate Parts from the drop down menu. (See Get Parts description below)
GET PARTS - Enter the first few letters of the Key. Click on the Get Parts push-button and select the appropriate Part from the drop down menu
Example: When entering the number 1, the system returns all entries starting with the number 1 in the drop down menu.
QUANTITY - Enter the total part quantity.
COST - Enter the total parts cost.
---------------------------------------- Attachment ---------------------------------------- ----------------------------------------
ATTACHMENT - For each file attachment, Browse file and press Save.
---------------------------------------- Where & Control info ---------------------------------------- ----------------------------------------
AREA - Select the appropriate Area from the drop down menu.
CLASS - Select the appropriate Class from the drop down menu.
CONTROL# - Select the appropriate Control# from the drop down menu.
COST CENTER - Select the appropriate Cost Center from the drop down menu.
CLASS TYPE - 3 character field. Many facilities use the "class type" field from the classification file to distinguish various types of equipment. Although this is a user defined field most facilities use the following:
CP=casual prevention, E=equipment, FS=fire safety, LS=life safety, IC=infection control, U=utility
DEPARTMENT - Select the appropriate Department from the drop down menu.
FUNCTION - 3 character field. Is part of the risk rating system. 10 means life support.
FACILITY - Select the appropriate Facility from the drop down menu.
MED EQP TYPE or BMP - 3 Character field, for Biomed see in-house manual.
For Engineering use BMP (Building Maintenance Program) or leave blank.
RISK - A three character field, used to identify priorities for scheduling. Used per your own procedures.
MAINTENANCE# - 3 digit field.
Revised: 05/09/2013
Service History General Information (top)
Overview:
Service history records are added automatically by the system when you close & post an order.
The Service History menu option allows user to Modify past history. New history is added by entering a closing against the work order.
Service history may be added to the databases for services performed prior to converting to mPro3. In addition service history may be modified.
Please be aware Adding new service in the 'Service History' file bypasses the work order process.
mPRo3 does some very complicated things when showing service history so as to make it pretty.
That is, if the employee is the same don't print it twice, etc.
There are several program options available for use.
| Area Service History: | Creates a Report based on Area and Date Range. |
| Area Service History Report: | Creates a report that allows multiple search criteria and several output options are available. |
| Equipment Service History List: | Creates a Report that allows multiple search criteria and several output options are available. |
| Service History: | Allows user to enter NEW service history and Provides a list that allows user to modify mis-entered history. See warnings. |
| Service History Listing: | Creates a report that allows multiple search criteria plus Service History List Expanded option. |
Revised: 02/21/2018
Service History Listing (top)
Path:
Lists > Service History Listing
Overview:
Creates a report that allows multiple search criteria plus Service History List Expanded option.
Revised: 06/08/2007
Service Request and Status Form (top)
Path
Contact mPro3, MAYER COMPUTER SERVICES, INC. for site link
Overview:
The Service Request and Status Form is for personnel, who are not regular mPro3 users (i.e. Nurses, Floor personnel, etc.) It is used to enter/request Repair Orders and view Open/Closed Requests.
Flags:
F016 - Display employee on the Service Request and Status Form.
F050 - Show Department Report on Service Request Form. - With this Flag enabled the PMs and Equipment push-buttons will appear on the screen.
F055 - Do not show open orders in Service Request Form. - With this Flag enabled the system will bypass this screen
Miscellaneous:
- When a work order is entered the 'Entered By' field is entered with 'ANONYMOUS', 'OUTSIDE MPRO3 or Blank'.
- Value is based on how the site was setup.
- See Repair/Inspection Orders section of this manual for more details.
- This field can be used in Repair Reports, page 2.
- Put an 'N' in the Cost Center Department file 'Type' field if you do not want this Cost Center/Department to show on the Service Request and Status form.
- Your system may be setup where the work orders are automatically sent to an email, printer etc.
If automatically sent to a printer mPro3 'does not' mark as printed but it 'does' write it to the printed FoxPro log file.
Process Flow:
----------------------------------------------------------------------------------------------------------------------------------------------------
Some sites prompt for facility first and then show that facilities departments. The facility must be defined in the Cost Center/Department file.
Other sites show the department list.
----------------------------------------------------------------------------------------------------------------------------------------------------
Screen - Service Request and Status Form - Pick your Facility
Select the appropriate facility from the drop down menu.
----------------------------------------------------------------------------------------------------------------------------------------------------
Screen - Service Request and Status Form - Pick your department
Select the appropriate department from the drop down menu.
---------------------------------------------------------------------------------------------------------------------------------------------------
Screen - Service Request and Status Form - Open Requests Listed Below
See Flags F050 and F055.
The system will show the Department name in the heading.
There are two sections available to view Orders.
- Select the 'Click Here to View all Repairs' text; A pop-up window appears; View repairs for this department with the Order Status of (Open, Active, Closed, Closed/Deleted and Estimated Completion Date).
Note: Data is for the past year.
- In the body of the “ Service Request and Status Form - Open Requests Listed Below screen, all Open Orders display.
Note1: Data listed is last open date plus 4 weeks.
Note2:To follow-up on any existing request, click the email link. Your email will open with the “To:” field already populated with the correct email address.
Click Continue to proceed with your Service Request.
----------------------------------------------------------------------------------------------------------------------------------------------------
Screen - Service Request and Status Form -Enter your service request
Field Descriptions:
REQUESTED BY - This field is populated by the system from the cookie on the computer being used to enter this service request.
EXTENSION - This field is populated by the system from the cookie on the computer being used to enter this service request.
LOCATION OR ROOM# - The floor in the building or location of the equipment.
CONTROL - (Optional) Unique 12 digit number is the mPro3 systems main identifier for this piece of equipment.
COMMON REQUESTS - You may select a Common Request from the drop down menu.
Note: This drop down menu is populated in the 'Request Codes' file. Enter the Request Type field named 'Type' 'Y' to include on the service request entry form.
SERVICES REQUESTED - If user does not enter a Request Code, describe the problem or service requested in the space provided.
Note: Your system can be modified to Prompt user if a one word entry is entered, with the message 'A little more information would be helpful.'
SUBMIT - Click the Submit push-button to proceed with your Service Request.
----------------------------------------------------------------------------------------------------------------------------------------------------
Screen - Service Request and Status Form - Service Request Submitted
The system will respond with the following data:
Order#:........................132053..............................................................The order number is used to reference this request.
Date:............................05/15/2007 12:45:11...........................................Date and time this request was placed.
Department:..................SURGERY
Location:......................Room 222
Requested By:..............Ken
Extension:....................3372
Control #:
--------------------------------------------------------------------------------
Service Requested: CEILING TILE NEEDS REPLACEMENT
--------------------------------------------------------------------------------
Click here to print or save a copy of request.............................................Click on the text to print or save a copy of the request.
You may close the Explorer window here.
----------------------------------------------------------------------------------------------------------------------------------------------------
Revised: 07/21/2017
Set New Inspection Times (top)
Path:
Utilities > Set New Inspection Times
*216
Overview:
This utility provides the ability to set Inspection Time on Inspection Checks file.
Process Flow:
- Run and review the QA Inspection Report for classes.
- Set the exclusion factors above and click on Process Exclusions.
- Browse the data, change the inspection times if necessary and mark for deletion any other classes you wish to exclude.
- Click on Set New Times
Completed Average Minutes comes from service time in Service History
Estimated Time comes from standard time in Service History
Push-button/Check Box/Links:
Exclude Classes with total Units less than: - Check box - Set to appropriate value.
Exclude Classes with No. of Inspections less than: - Check box - Set to appropriate value.
Exclude Classes with Average Time less than: - Check box - Set to appropriate value.
Exclude classes with multiple inspection checks - Check box -
QA Inspection Report - Push-button - Forwards user to the Inspection Quality Assurance report.
Browse - Push-button - Allows the user to edit average time etc.; Click 'Browse List' to return to browsing.
Set New Times - Push-button - Sets the new time
Process Exclusions - Push-button - Process exclusions as defined in check boxes
Revised: 07/21/2017
Setup File (top)
Path:
Lookup Tables > Setup (*40)
Overview:
The setup file serves several purposes.
Setup1 - Facility information
Setup2 - Page Headers for reports
Setup3 - setup flag selection.
Setup4- setup flag selection.
Setup5- Lock/Unlock System; Close Down server
Field Descriptions:
---------------------------------------- Setup 1 ----------------------------------------
FACILITY NAME - Enter Facility name total of 40 characters.
The facility name may be changed but please contact MCS first. Special features for your facility are based on what is here.
DEPARTMENT NAME - Enter the name that is defined for the department. Example: Engineering / Facilities / Biomedical.
LAST WIND WO# - Last 'mPro3 for Windows' work order number.
NEXT EQUIPMENT WEEK - Next cycle week, for equipment, due for inspection (not created yet)
NEXT AREA INSP WEEK - Next cycle week, for areas, due for inspection (not created yet)
SHIP TO
SHIP TO ADDRESS 1 -
SHIP TO ADDRESS 2 -
SHIP TO ADDRESS 3 -
SHIP TO ADDRESS 4 -
BILL TO
BILL TO ADDRESS 1 -
BILL TO ADDRESS 2 -
BILL TO ADDRESS 3 -
BILL TO ADDRESS 4 -
COST CENTER
D029 - HOSP ICON
D034 - VENDOR ORDER
D035 - INQUIRES TO:
D028 - E,CE,EVS,HSP EXTN
D026 - EMAIL
MAX FIND - Sets the default value of “Max Records to Find” the system will prompt user with a message if too many records have been identified.
Example: 'Equipment File' Too many records (1122) in selection group, please select a smaller range. Max of 500 set below.
This setting does not apply to Phones
Note: Max is 3000 or mPro3 Search will not work. Phone browse limits to 500 items max
PROJECTED TIME - The system will enter this time on repair orders in the Projected Time field. The Closing screen will default this time in the Service Minutes which may be overwritten if flag F007 (Do not set service time with estimated time when closing an order), is active (checked).
RISK 1
TIME LAPSE #1 * -
RISK2
TIME LAPSE #2 * -
PRIORITY 1
TIME LAPSE #1 * -
PRIORITY 2
TIME LAPSE #2 * -
* All time lapses are in hours: common usage 48 hours or 720 hours (30 days)
---------------------------------------- Setup 2 ----------------------------------------
This section is used to setup headers, footers etc. for various reports.
- INSPECTIONS ATTEMPTED
- EQUIPMENT ARCHIVED
- INSPECTIONS REACTIVATED
- INSPECTION REPORT: CLOSED: COVER LETTER (DB FIELD NAME:WORKSHEETFOOTER)
- MONTHLY REPORT
- WHAT IS DUE REPORT
- MESSAGE ON ORDERS
- SEND OUTSIDE SERVICE REQUEST MESSAGE TO THE FOLLOWING USERS: Username followed by a comma. Do not use spaces. Example: DAVID,KEN,BOB,
- LCD REPORT MESSAGE
- TESTING LABS
- SPECIAL EMAILS AND SETTINGS
- EQUIPMENT CONTRACT CATEGORIES
- CLOSE - DOCUMENT PREFIXES-DO NOT UPDATE THIS WITHOUT CALLING MCS
- MODEL - DOCUMENT PREFIXES-DO NOT UPDATE THIS WITHOUT CALLING MCS
- BUILDINGS - 30 Alpha/Numeric character limit - Can insert new building in list alphabetically.
---------------------------------------- Setup 3----------------------------------------
Setup allows you to customize your program by setting flags on or off depending on your needs.
Flags - Check mark will activate flag.
Setup 3 - Section 1 -------------
LOCK POSTING PROCESS OF CLOSE RECORDS (L007) If unable to post, you can uncheck this and SAVE.
If a user tries to post and gets a message 'Someone is already posting' verify no one else is posting, if not uncheck this flag and try to post again.
When someone starts to post the system automatically checks this flag when the posting process has started. When posting is complete the system automatically unchecks this flag.
F001 - SKIP PRINT AREA SERV ON REPAIRS
F002 - SET CLOSING EMPLOYEE TO LOGGED IN EMPLOYEE
F003 - PRINT QUARTERLY/SEMI/ANNUAL PROC. ON REPAIRS-ORDER TYPE 0
F004 - UNCHECK "SHOW SERVICE CODE LIST" ON SEARCH PAGES
F005 - SERVICE REQUEST AND STATUS FORM AUTO-PRINT FORM
Setup 3 - Section 2 -------------
F006 - SKIP DISPLAY OF OPEN ORDERS
Check box 'Skip display of open orders and any contract information' on the Close Orders screen
F007 - DO NOT SET SERVICE TIME WITH ESTIMATED TIME WHEN CLOSING AN ORDER
F008 - CC/RECHARGE TO WO/CHARGE TYPE
F009 - WHEN SENDING EMAIL ON NEW ORDERS, RESTRICT FIELDS SENT TO LOCATION, REQ. BY, EXTN, AND SERVICES REQUESTED
F010 - UPDATE LOCATION ON EQUIPMENT (PANGO) - For the Pay and Go system.
F011 - INSPECTION PARTS DEDUCTED FROM STOCK - If user closes a pm work order with parts, the quantity will be deducted from parts inventory.
F012 - INSPECTION PARTS PRICE CHARGED TO INSPECTION - If you close a pm work order with parts, the cost will automatically be calculated using the price from the parts file.
Setup 3 - Section 3 -------------
F014 - SET FLAG TO SHOW IN-ACTIVE RECORDS IN EQUIPMENT - This flag should generally be unchecked (off) since most users don't want to see inactive records. -
When the key is Un-Checked (Not-Active), the equipment find screen 'Show Active Only' check box will default to 'Checked'.
Note: If one control number is entered on the Equipment find screen, the system will ignore this setting and display that record regardless if the control number is active or inactive.
When the key is Checked (Active), the equipment find screen 'Show Active Only' check box will default to 'Unchecked'.
F015 - ON ORDERS PRINT SRV FOR THAT TRADE ONLY - This will only show history on work orders of the trade assigned to the job. Example: if a plumber is assigned to do the work, only the last four service history entries for the trade 'plumber' will display on the work order.
F016 - DISPLAY EMPLOYEE IN ORDER STATUS FIELD OF SERVICE REQUEST AND STATUS FORM OPEN ORDERS
F017 - MOVE COST CTR WEEK, RISK, EMPLOYEE WHEN ADDING A NEW EQUIPMENT RECORD - THIS PROHIBITS CLASS RISK FROM TRANSFERRING - The 'week, risk, and employee' will default from the cost center file when adding a new piece of equipment.
F018 - SEND EMAIL ON ORDERS CLOSED OR STATUS CHANGE EXCEPT THOSE DONE IN DISPLAY DATA/BROWSE.
Send email to requester
MCS MUST INSTALL SENDMAIL2.PROGRAM FIRST
Scripps Encinitas - Not on closed
See F027 & F036 also
'requester notified completed on 10/09/2018 12:28:19 PM' message will be displayed next to email address on wo screen.
Setup 3 - Section 4 -------------
F019 - PRINT CUSTOM WORK ORDER FORMS ON LASER PRINTER;REFERRAL PROCESS;SET NO CHARGE IF SC=9501 (READING HOSPITAL) - Flag created for Reading. For all other sites the flag should be unchecked (off).
F020 - REQUESTED BY, LOCATION, SERVICES REQUESTED, AND EMPLOYEE MUST BE FILLED WHEN ENTERING NEW WO
F021 - PUT TRADE OUTCON - This will put 'OUTCON' in the trade field of a work order if a vendor did the work. 'OUTCON' stands for Outside Contractor.
F022 - CREATE WO TXT FILE AFTER SERV. REQ. CREATED FOR FTP TRANSFER AND OFF-SERVER PRINT - Auto-print (autoprint): Successfully printed work orders are generally located in the .bak files - located in the c:\prtwoftp directory.
F023 - RESERVED FOR MPRO3 (ADD MEDICAL AND MAINTENANCE MANAGEMENT TO HEADER) - This key adds the text to the headings of screens, not the dashboard screen. Not for customer use.
F024 - TAKE EMPLOYEE FROM COST CENTER WHEN ADDING A NEW WORK ORDER FOR AN AREA
Setup 3 - Section 5 -------------
F025 - PROHIBIT NEW WORK ORDERS ON DELETED/INACTIVE EQUIPMENT (FORMALLY ARC DEPARTMENTS) - In the New Work Order Screen there is a check box with 'Un-Archive Equipment If Archived' by selecting this flag this check box no longer appears on the screen.
When using the add and close menu option - Since the work was already done, the system allows reactivation when using the 'Recall Equipment if Deleted/inactive' check box.
F026 - CLOSING UPDATES BY DEPARTMENT - Updates YTD fields in cost center/department file by department. This flag should generally be checked (on) for biomed departments.
F027 - SEND EMAIL ON ORDERS INITIATED, CLOSED, OR STATUS CHANGE TO DEPARTMENT EMAIL ADDRESS. F018 MUST BE ON. REQUESTED EMAIL MUST BE ENTERED.
SSRF also see F036
Department Email is sent as a cc (carbon copy) on the Requester email. This is why requested email must be entered.
F028 - POST WHEN SAVING RECORD # - This flag turns the automatic post option on when saving a record. All closings will post upon saving.
F029 - UPDATE REFRIGERANT YTD - Updates refrigerant YTD in equipment file. Must use refrigerant part type
F031 - WHEN RECEIVING STOCK UPDATE PRICE / % MARK UP AVG COST TO UPDATE PRICE ____ - In parts window, use of receipt feature, updates price base on %.
F032 - PUT "NONE" IN ASSET# WHEN ADDING EQP
Setup 3 - Section 6 -------------
F033 - MATERIAL $ FIELD REQUIRED WHEN CLOSING AN ORDER (QUICK LINK CLOSE,ADD/CLOSE ,PDA TOO, CLOSE MULTIPLE)
F034 - IF CLOSE WITH 1662,1700,1701,1708 KEEP INSPT. OPEN. SEE F113 FOR 2ND AND SUBSEQUENT CLOSING OVERRIDE 1ST CLOSING
F035 - FILL SERVICE REQUEST WITH OPEN PM/REPAIR#
F036 - SEND EMAIL TO REQUESTER WHEN NEW WO IS SAVED (Inside mPro3 - See F027)
F037 - WHEN ADDING NEW EQUIPMENT, MIN INFO TO ADD:CONTROL, CLASS, MODEL, SERIAL, MFG, COST CTR, DEPT, PO AND (SCHEDULE FOR RISK>12)
F039 - SKIP TO EMPLOYEE FIELD IN CLOSE ORDERS, OTHERWISE IT'S DATE COMPLETED
F040 - ELIMINATE DELETED RECORDS FROM DD (WAS BLANKET PO)
Setup 3 - Section 7 -------------
F042 - IN EQUIPMENT FILE, EQUIPMENT TYPE REQUIRED
F043 - TAKE WEEK/DEPT - Take cycle week from department file when adding new equipment.
F044 - SET SERVICE CODE TO 1606 WHEN CREATING EQUIPMENT INSPECTIONS; SET CODE, TO 1616 WHEN CREATING AREA INSPECTIONS
F045 - TAKE TECH/DEPT - Take employee from department file when adding new equipment.
F046 - MANDATORY OUT TIME
F047 - OT=X1.5,PT=X2
F048 - MAKE WOTYPE=1 IF FIRST CLOSING IS QA CATEGORY 6 INSPECTIONS OR 8 INCOMING; SET LAST INSPECTION IF QA 8 AND CODES 1800-1803 /1807-1899
F049 - PARTS MUST BE APPROVED BEFORE THEY CAN BE USED (REV9 : FILL ORDER# WHEN CLOSING.)
---------------------------------------- Setup 4 ----------------------------------------
Setup 4 - Section 1 -------------
L001 - LOCK SERVICE REQUEST SYSTEM (UCLA ONLY)
F050 - SHOW EQUIPMENT LIST, DEPARTMENT REPORT, PM REPORT ON SERVICE REQUEST FORM
F052 - MUST ENTER A CONTROL#
F053 - USE AVERAGE COST IN CLOSING
F054 - MUST ENTER 3RD SERVICE CODE
F055 - DO NOT SHOW OPEN ORDERS IN SERVICE REQUEST FORM. - For 'mPro3 Online' this flag should generally be unchecked (off) Note: Encrypt passwords in 'mPro3 for windows'.
Setup 4 - Section 2 -------------
F056 - TEST CONTROL,FREE ON NEW WO NOTE:EQP FREE INDEX MUST BE ADJUSTED
F057 - DO NOT FILL ORDER# IN ADD TO REQ
F058 - DISABLE REQUESTED BY IN SERVICE REQUEST (F058) (MEMOH)
- The system default is to use the 'Contact' field in the Cost Center/Department file to fill in the 'Requested By' field when new work orders are created.
- This flag overrides that default on orders created via the Service Request and Status Form (SSRF).
- When the flag is active, orders created via the SSRF do not use the cost center/department file Contact field.
F059 - Was allow user to change employee in Open Orders.
F060 - REQUIRE PRIORITY WHEN CREATING WO OR SAVING IN REPAIR (NOT FOR PM'S OR TRADE=ZZDEPT) SCRIPPS ENG ONLY ALLOW 1,2,NC BLANK
F061 - DO NOT UPDATE TRADE WITH EMPLOYEE'S TRADE (CLOSING)
F062 - IN CLOSING, SERVICE CODES MUST MATCH QA CATEGORY CODES - Created for one site. This restricts a user from selecting a code out of the associated QA category.
F063 - WHEN ADDING EQUIPMENT, SET REPLACEMENT DATE WITH PURCHASE DATE + CLASS ESTIMATED LIFE
F064 - PRINT COST CENTER# AT BOTTOM OF INSP.LATE AND ARC RPTS
Setup 4 - Section 3 -------------
F066 - FIRST ACTION/SERVICE CODE MAY BE BLANK WHEN CLOSING
F068 - DON'T XFR REQ-NOTES OTHERWISE PUT REQUEST FILE NOTES IN SERVICES REQUESTED ON NEW WORK ORDER
F069 - MUST SET ORDER STATUS WHEN CLOSING (i.e. do not default to CLOSED)
F070 - COPY TEAM FROM FACILITY WHEN ADDING EQUIPMENT
F071 - ADD & CLOSE USE COST CENTER, DEPARTMENT, FACILITY FROM PROJECT
F072 - ADVANCE NEXT EMPLOYEE BY TRADE WHEN ADDING REPAIR REQUEST F8 AND EXPANDED, NOT IN ADD AND CLOSE OR INTRANET)
F073 - REQUIRED FIELDS ON EQP CONTROL, CLASS,MODEL,SERIAL,MFG,FACILITY,COSTCTR,DEPT,PURCHASE DATE, COST, RISK
Control, Class, Cost Center Department and Serial are always required. The key affects Facility, Manufacturer, Model, Purchase Date, Cost and Risk.
F074 - DON'T DUP TECH IN CLOSE
F075 - WHEN CHANGING EQUIPMENT IF YOU CHANGE BOTH DEPARTMENT AND COST CENTER TO "ARCHIVED" THEN MPRO3 SETS CYCLE WEEKS TO 0
Setup 4 - Section 4 -------------
F076 - EQP INT AND CYCLE WEEK CHGS TO SRV - mPro3 automatically makes an entry in the service history and assigns a generated order number.
- The system does not add this order number to the Repair file, it just gives an order number so users can access the service history record.
- Use display data to create a report. On the 'Set Criteria' page select the check box of 'Exclude service to work file relation'.
F077 - CHK INT CHGS TO SRV ON EACH REC
F078 - MOVE REPAIR NOTES AND 2ND REQ TO SRV
F079 - UCSD SET ESTIMATED + 2WEEKS ON NEW REPAIRS AND OTHER FEATURES-IF THIS FLAG ON F084 MUST BE OFF
F080 - REQUIRE FREE INDEX WHEN ADDING EQP (CHOAK)
F082 - FILL 2ND TECH IF TRADE='2ND' ELM
F083 - USE GL ACCOUNTS IN PO ITEMS (CHOAK)
F084 - SET ESTIMATED COMPLETION, ORDER STATUS BASED ON PRIORITY - IF THIS FLAG ON F079 MUST BE OFF (READE,LCOM) - When entering a new work order, mPro3 will look at the priority and then set the estimated completion date (based on site specific parameters) after you click Save.
Setup 4 - Section 5 -------------
F085 - NOT IN USE-USE FOLDERS 1999,2000, ETC FOR HISTORY SCANNED DOCUMENTS
F086 - CHANGE ONLY COSTCTR, DEPT, WEEK IN EQUIPMENT FILE IF USER HAS ADD RIGHTS; IF THEY HAVE CHANGE RIGHTS THIS IS IGNORED
F087 - NEW REPAIR-SHOW PROJECT WHEN STARTING A NEW REPAIR
F088 - WHEN ADDING EQUIPMENT: MODEL, MANUFACTURER USED TO DETERMINE CLASS (REV9:TURN CAPS LOCK IS NO LONGER IMPLEMENTED)
F089 - TEST MODEL # AGAINST MODEL FILE WHEN ADDING EQUIPMENT
F090 - PRINT "PRIORITY 1" BANNER ON ORDERS FOR PRIORITY=1
F091 - REVISION 9 ONLY-EMPLOYEE EMAIL/PAGING FIELD TO USE: 1=ADDRESS, 2=TITLE, 3=CITY:
Setup 4 - Section 6 -------------
F092 - PRIORITY FIELD REQUIRED WHEN CLOSING ORDERS
F093 - USE SPECIAL WORK ORDER PRINT
F094 - EXPRESS SYSTEM DO NOT CHANGE
F095 - AUTO DELETE/ARCHIVE EQUIPMENT WHEN CLOSING WITH CODE 1429/1649 (DEPT SET TO ARC, CYCLE WEEKS SET TO 0 -
F096 - START AND END TIME REQUIRED ON CLOSINGS; CAN AUTOSET SERVICE TIME, START TIME IN CLOSING FILE ONLY - NOT FULLY IMPLEMENTED - Flag created for Childrens
F097 - PRINT CLASS AND EQUIP PROMPT 12 ON REPAIR WINDOW#2
F098 - ADD EQUIP RESTRICTIONS (GRACE) - Flag created for Grace.
F099 - DISPLAY WARNING WHEN EQP LTD$ WITHIN 25% COST AND COST > 10 WHEN ADD WO
Setup 4 - Section 7 -------------
F101 - update risk, maint#, class_type, med.eqp_type, high risk, utility system in work order & service history if changed in Class file
F104 - DO NOT USE POPUPS, INSTEAD SHOW LINKS (I.E. DISPLAY EQUIPMENT ON COST CENTER SHOW FORM,ETC)
F105 - ADD RECORD IN SERVICE HISTORY IF CONTROL # IS CHANGED
F106 - SET DESCRIPTION OF RECORD TO PROPER - When entering a new record, (i.e. Equipment, Class, User) the system will change test to all “Proper Case”
F107 - SET DESCRIPTION OF RECORD TO UPPER CASE - When entering a new record, (i.e. Equipment, Class, User) the system will change test to all “UPPERCASE”
F108 - OPTION CONCERNING CHANGING DEPARTMENT. (FREMONT MEMORIAL)
F109 - REFERRAL: UPDATE WORK ORDER WHEN POSTING (READING)
F110 - ADD BARCODE TO WORK ORDER PRINT FORM (READING)
F111 - WHEN PRINTING REPAIRS, SKIP ANONYMOUS (READING)
F112 - TESTING
F113 - Subsequent closings on PMs override initial service code / QA category on work order. F034 must be set as well.
F114 - Not Used
---------------------------------------- Setup 5 ----------------------------------------
Lock System
USER - Enter the appropriate user from the drop down menu.
TIME - Enter the number then select either Minutes Hours or Days
LOCK EVERYONE OFF THE SYSTEM (EXCEPT YOURSELF) - Check if you wish to activate this function.
This option will prevent someone from logging into the system, not if they are already on.
--------------------------------------------------------------------------------
Unlock System
USER - Enter the appropriate user from the drop down menu
UNLOCK EVERYONE - Check if you wish to unlock everyone
--------------------------------------------------------------------------------
Close Down mPro3 server
PLACE WEBSITE UNDER MAINTENANCE - This will remove everyone off the system and prevent anyone from logging into the system.
Revised: 08/22/2017
Shortcut Keys (top)
Shortcut Keys are actually links that will enable you to quickly access a page without having to return to the main menu.
These links are displayed on the top right of most pages throughout mPro3. Some examples of the links are:
Menu - will send you back to the main menu with the lists of pages.
Logout - will log your user name off of mPro3, and redirect you back to the login screen.
Close - will send you to the Close Orders screen.
Equip - will redirect you to the equipment page.
Service - will go to the Service History file.
Repair - will take you to Repair/Inspection Orders page.
ENTER KEY
The Enter Key is a quick way to click on the first button shown on the screen or the Save Button for any form in mPro3 that displays the
fields of a single record in any file.
TAB KEY
The Tab key will allow you to move through the form through each field. This will highlight any text box or button field. Note: If the Tab key is pressed and highlights a button and the Enter key is then pressed, Enter will now execute the button that was highlighted and no longer the Save button (if there is a Save button on the page). But if the focus is on a text box or any other field, by pressing Enter will
execute Save button.
Revised: 06/08/2004
Show Service Code List (top)
This option allows you to view all the service codes in the drop-down list where the service code section is listed on the page.
This option does take longer to load the page.
Otherwise, the page will show only that service code stored for in the record.
If a record needs to be changed, there are field boxes before the drop-down fields to either enter a Service Code or the Name,
which will result in any (and perhaps many) Service Codes that contain what was entered.
Example: 1600 - will display "1600 - Safety"
REP - will display the following list:
"60 - Repaired"
"61 - Replaced"
"165 - Replaced Belt"
"629 - Report"
"1057 - Repack"
"1505 - Repair Feasibility Analysis"
Note: Must click on Save again to store the new data.
Revised: 06/08/2004
Special PM Incomplete Report (top)
Path:
a. Inspections > Reports > Special PM Incomplete
b. *352
Overview:
- The 'Special PM Incomplete Report' Identifies Incomplete PMs providing the latest status details for Service codes:
1648 - Out for Calibration
1662, - Vendor Called in for PM
1700-1707, (Incomplete Inspections i.e. Equip Not located, Unable to complete)
1900's (Failed)
- Exception: orders closed a 2nd time in the same month with service codes 1600 (except 1648, 1661, 1662).
- Additional closings with QA category 8 ignored.
- Data ordered by risk, department, and then control#.
- The Special PM Incomplete Report should be printed in landscape mode
- See below for applicable check boxes.
- The 'Vendor called in for PM though follow up report missing' report appears in the lower section of this page:
This report searches for service code 1662 (vendor called in for PM) in Service History and lists those that do not have a follow up.
Push-button/Check Box/Links:
Activate any of the following by marking the check box.
Exclude failed inspections - Check Box
Exclude completed during noted period with no blanks - Check Box
Use QA categories instead of service codes when determining PM's for 2nd or 3rd month - Check Box
Include "re-activated" column on report (code 1660/1812 on an order after date when 1649 was used) - Check Box
Look for blanks only - Check Box
Order by date received - Check Box
Revised: 07/22/2013
Special Reports (top)
In general, help for all special reports is under the special report heading namely:
Employee Accountability IMP report, Employee Open
Order Summary report, Employee Statistics Report, In Service Report, Mean Time Between Failures Report, Mean Time Between Repairs Report, Quick Statistics Report, Refrigerant Receipts and Usage, Risk Management Report, Work Statistics Report.
Revised: 08/29/2002
Special Utilities (top)
Path:
Utilities > Special Utilities
Overview:
Various utilities are available on this page. Please contact Mayer Computer Services for any questions.
----------------------------------------
- elog test (push button)
Appears for the mPro3 user only. This is to test if people that host mPro3 have the email working.
----------------------------------------
- Reset QA zeros (push button)
For MCS use only.
----------------------------------------
- Duplicate Data Files
Appears for the mPro3 user and is for MCS use only.
----------------------------------------
- Key Master Values
Used by MCS. Tells the administrator the last entry in the data file and how many records are in use.
----------------------------------------
- WO# to print
Appears for the mPro3 user and for use by MCS only.
----------------------------------------
- Priority Fix
This will remove all leading space in priority values in the work order file.
----------------------------------------
- Order Status Fix
This will set the order status to CLOSED if it isn't and there is a date completed.
----------------------------------------
- Close all open work orders (repairs and inspections)
This utility is used basically for EVS - Closing orders where work was done.
It will close open work orders for a specific trade range, before and including Date Received
The system will set the date completed to the date received, set order status to 'CLOSED-AUTO MPRO3'.
MCS staff can write a script to close orders including a status that describes why the order was close (Example Closed per Ken 01/01/2013)
It is not suggested to 'delete' orders due to Life Safety/Life support considerations.
Enter the Trade Starting & Ending Range
Enter the Through Date received
Click push button to start the process
----------------------------------------
- Change one employee to another on equipment and area records
Enter Existing employee
Enter New Employee
Click push button
----------------------------------------
- Report of Archived Equipment back in service
This report looks for service code 1649 or 1429 (the ones that signify archive)
and the unit is now active
----------------------------------------
- Delete a staff member from 'Service Request and Status Form' Staff database
This utility is for chrh, dmc, hh, reade, scripps, ucla, when they enter a service request, the requester must be in the staff database (For most sites we received the data from the specific hospital).
Additions can be done by creating a work order in the Service Request and Status Form system (not for the general SRSF systems, just the hospital specific ones mentioned).
Sometimes folks get married or have their named changed or some other instance when you need to change an employee/staff member for the E request system. Delete them and then they can add themselves back into the system.
To delete (Note: Reade use FM mPro3):
Path" Utilities > Special Utilities
Then scroll down to the section listed below. Enter the staff first and last name in UPPERCASE.
Then click Delete Staff
Contact MCS for latest details.
----------------------------------------
- Get results from Customer Surveys
For sites that have the Customer Survey system set up this utility creates a report for customer feedback.
Enter the Start & End date
Click Push button
----------------------------------------
- Create excel file of equipment with possible missing cycle weeks
This utility scans equipment file and looks for equipment that is not scheduled for inspection though others in same class are scheduled.
Also see 'Equipment Missing Cycle week' In the equipment menus
----------------------------------------
- Match class description,risk,maint#,function score to equipment, work order, and service files
This process is very disk intensive.
You may have to run it outside of mPro3 On-line. Call MCS for assistance
----------------------------------------
- Equipment Competency Validation Checklist
(list class,mfg,model combos of employee assigned equipment)
This utility is for UCLA/Scripps
Enter Employee key
Click push button
----------------------------------------
- Match department facility, employee to equipment
Cost Center & Dept are 2 fields in the equipment file and may not be the same
This utility goes through the equipment file and sets the facility and employee to the departments facility and employee on that piece of equipment.
If the cost center/department file does not have the facility set this utility will set the facility to blank on the equipment records.
----------------------------------------
- Match equipment to work order (1 year back)
Match equipment to service history (1 year back)
UCLA is the only site that runs this. They sometimes change the risk, etc fields in the class file and want those updated everywhere. This is not recommended for other sites this since it does old work orders and service files.
It is good to update the equipment file. That automatically happens if a user changes one of these fields in the class file.
----------------------------------------
- Match employee team to equipment team field
Specifically for UCLA and Scripps
----------------------------------------
- DMC DI transfer
This utility moves certain classes of equipment from the other dmc database to dmcdi. Restricted to mPro3
----------------------------------------
- TRHMG Report
For Reading specific, The Reading Hospital Medical Group.
A special summary & detail report of work order charges for facility TRHMG
----------------------------------------
- Add yearly service history for contracts
- Add monthly service history for contracts
This utility looks at contracts and creates history in each equipment record.
This way the contract charges show up in history.
The contract is then marked as processed so it does not happen again.
----------------------------------------
- Match model fields to equipment
This utility compares model and manufacturer and then sets the Class Type, Risk, Function Score, and Ephi based on model file -> equipment file.
Revised: 08/27/2014
Stats Report (top)
IN PROCESS OF DOCUMENTING
Path:
Special Reports > Stats
Overview:
The Stats report displays open, completed, % completed, and % still open for both inspections and repairs for the selected month/year and other criteria.
Inspection hours are also included on the report.
The Oldest PM and Repair date listed shows the Oldest Repair or Inspection processed for the selected criteria.
Miscellaneous:
Set 'Show work stats on Login' in the User File, to display the report on dashboard upon login.
Field Descriptions:
You may choose to run the report by:
- Employee
- Trade
- Month
- Year
- Function range
- Team Range
The following check boxes let you define one line for an individual employee, one line for an entire trade and/or the entire database.
- Process Employee
- Process Trade
- Process Entire System
Graph Types:
- None
- Inspection Count Completed %
- Repair Completed %
- Inspection Hours Completed %
CREATE REPORT - Push button - Click to create the report with selections above.
----------------------------------------
PRINT ALL EMPLOYEE STATS OF TRADE - Check box
- or -
PRINT ALL EMPLOYEE STATS FOR ALL TRADES - Check box - Note: Ordering will be set by Trade
PRINT - Push button - Click this button to create reports for the selections above.
Note: The links appear below the 'Create Report' Push button.
Revised: 08/25/2016
Stop Printing (top)
Once you are printing, a printer icon should appear on the bottom right of your screen. Right-Click the mouse on the icon. An option to Cancel
all documents or Pause Printing should be on the list. Choose either one.
Now go to the windows print manager.
If you choose, pause printing - A printing job should show under the printer. Click on that job then click on delete.
Turn your printer off then back on.
Revised: 04/07/1999
Survey Results (top)
Path:
Main Menu > Special Reports > Survey Results
*420
Utilities > Special Utilities (about 3/4 down the page)
Overview:
For sites that have the Customer Survey system set up, this utility creates a report of customer feedback.
mPro3 will send a completed email to requestors email address upon completion of the work order.
The email will contain a link to the survey questionnaire.
Some sites have the requestors email address mandatory.
Link to example survey.
Put 'page=survey' after the index.asp? in the site link.
http://www.mpro3-siteserver/mpro3-site/index.asp?page=survey
Flags And/Or Security Settings:
F018 - Send email on orders closed or status change except those done in Display Data/Browse.
(MCS must install sendmail2.program first) (Scripps Encinitas-not on closed) (see F027 too) F018
F027 - Send email on orders initiated, closed, or status change to department email address.F018 must be on. Requester email must be entered.(F027)
For this process F027 is optional.
F036 - Send email to requester when New WO is Saved (F036)
For this process F027 is optional.
Process Flow:
Enter the Start & End date
Click 'Create Report' Push button
Push-button/Check Box/Links:
Sort and Page Break by employee - Check Box - Select to activate.
Revised: 07/24/2018
System Error (top)
Overview:
If you receive a system error with the following message:
Yellow Screen with 'CONTACT THE WEBMASTER' in red letters when trying to log into mPro3.
Process Flow:
The system administrator can use this procedure to fix: (usually access to the server is necessary)
a. Shut down IIS (you can skip this part if 30 minutes have passed)
b. Delete all folders in the \mpro3-yyy\session folder where yyy is the client generally. Example: delete Session_20080912
c. Re-start IIS (skip this part if you skipped it above in step a.)
d. Verify that mPro3 On-line starts.
Revised: 03/15/2018
Systems (top)
Overview:
To allow the user to determine the cost of maintaining a particular group of equipment and/or fixtures there is a system file.
The equipment, fixture and area files each prompt for "system". After the system has been added to the system file, it can be added
to chosen records in the other files. All transactions involving equipment, fixtures, or areas that are made part of a system will be totaled in that system's record.
Parking lots, for example, could be a system including lights, gates, and the areas "LOTA" and "LOTB".
The following information will be needed to enter a system:
System ______________
Name _____________________________
Contact _____________________________
Extension _____________________________
Area served _____________________________
Notify for shutdown:
(Up to four people or departments)
_____________________________________________________
_____________________________________________________
_____________________________________________________
_____________________________________________________
Field Descriptions:
SYSTEM - At least the first three letters must be the same as the general system description. Three letters of the general description followed
by three letters to separate this system from similar classes is the suggested method. (i.e. "ELEEME" = ELEctrical, EMErgency.)
It is necessary for sorting and searching to use a six letter key. For one word names drop the extra letters. (i.e. "HEATIN".)
Use one common system for ALL key entries.
If information is being gathered by other than data entry personnel, they may provide the name only, and a standard format for creating keys can be used at time of entry.
NAME - 30 characters are available to describe the system.
CONTACT - The name of the person (or department) most responsible for maintenance of this system. 30 characters are available.
EXTENSION - The telephone number or extension of the contact entered in the previous field. 15 characters are available.
AREA SERVED - Generally this is defined as wings, buildings or floors etc.
NOTIFY FOR SHUTDOWN - List up to four people or departments who needs to be notified if this system is shutdown.
YTD MATERIAL $ - Total material used for this system year- to-date. An estimate can be entered when first setting up the system. This total is derived from closed work orders.
YTD LABOR $ - Total labor used for this system year-to-date. An estimate can be entered when first setting up the system. This total is derived from closed work orders.
LTD MATERIAL $ - Life to date material dollars that have already been spent.
LTD LABOR $ - Life to date labor dollars that have already been spent..
CALLS - How many work orders have been placed against this system.
UNITS - How many pieces of equipment compose this system.
Revised: 01/02/2007
Trades (top)
Overview:
Trades are entered before the classifications/equipment types.
The Trade field appears in various Files/Forms/Reports:
- Service History:
- The 'Trade' in Service History file is the trade of the employee.
- If the employee is changed in the closing, the work order is updated with the new employee and the trade of that employee.
- Work Order:
- The trade in the Work Order file is the trade of the employee currently assigned to the work order.
- The 'Inspection Trade' determines what Inspection Checks are used.
- Example: : If the 'Inspection Trade' is Electrical the PM will show the Electrical trade checks.
- PM Form/Reports:
- The 'Trade' that appears on the PM Form/Reports is the Trade of the Employee assigned to the work order
Check List:
The following information is needed to enter trades:
Trade ___________________________
Name ___________________________
Supervisor ________________________
Shop_____________________________
Extension _________________________
Charge rates: ______________________
Trade Rate - Currently not in use
Overtime Rate_______________
Premium _________________
Available Hours ___________
Scheduled Hours___________
Notes____________________
Field Descriptions:
TRADE - At least the first three letters must be the same as the trade name. Three letters of the first word and three letters of the second is suggested. (i.e. "ELEHEL" = ELEctrician's HELper.) Some trades may be known by a common abbreviation, but it is better for sorting and searching to use a six letter abbreviation. For one word names drop the extra letters. (i.e. "ELECTR".) Use one common system for ALL key entries.
NAME - 30 characters are available to enter the trade name.
SUPERVISOR - 30 characters are available.
SHOP - 12 characters available.
EXTENSION - 8 characters are available.
TRADE RATE - Not currently in use
CHARGE RATES - Rates can be entered to be charged against cost centers or as a account of expenditures. The regular charge rate for all employees is in the employee file. Options for this field are:
a. Enter actual Overtime, and Premium time rates.
b. Enter the same rate in each field if rates don't vary.
c. Enter "0" in each field to not use it.
d. Enter "1" in each field to make dollars equivalent to time.
It is strongly recommended that you use actual charge rates.
THE FOLLOWING FIELDS MAINTAINED BY THE MPRO3 SYSTEM:
AVAILABLE HOURS - Accumulated as employees are added.
SCHEDULED HOURS - Accumulated from weekly inspection work load. Weekly inspection work load is calculated by Re-total trade load hours under the inspection pull down. Run it once a month.
The following fields are accumulated as repairs and inspections are closed.
YTD REPAIR TIME - The total repair time for closed orders.
YTD PROJECTED TIME - Each time a repair is entered into the system, you are prompted for a projected repair time (the default value is in the setup file)
Subtract current load time from this field and then compare to YTD repair time.
CURRENT REPAIR LOAD - Updated by new repair orders and all closing programs. This is a projected time of what repair work still needs to be done. Current repair load may be re-totaled using selection under repair pull down.
YTD INSPECTION TIME - Total inspection time for closed orders.
YTD LABOR CHARGE $ - Total dollars charged.
Revised: 10/15/2014
Travel Time (top)
In work order file, second window TRAVEL TIME AND LABOR are updated on the work order record for reference only, i.e., time and labor $ are added to respective time and labor $ for technicians and/or vendors.
TRAVEL SERVICE CODES ARE 1423, 2008, 664.
Revised: 01/14/1998
Unclose Work Order (top)
Path:
a. Click Close on the quick links toolbar
b. Closings > Close Orders
Overview:
The unclose function applies to 'Posted' repair or inspection orders.
When a Work Order is closed with incorrect/incomplete information e.g. Incorrect Close Date, time, employee etc., the easiest and most complete way of reversing the transaction is to use the 'Quick Unclose' function.
There are manual ways of reversing closings entries, but since several files may be updated the most complete reversal method is to use 'Quick Unclose'.
With Quick Unclose - various fields do not get reset, such as the Employee and Trade in the work order file. These need to be manually reset if needed.
When a work order has multiple service histories select the entries to be processed. The work order will remain closed. If appropriate, you may manually change the status of the work order back to Open.
If you need to change notes or add an attachment to a service history, you may go directly to the service history file and make these changes. These two types of changes do not affect any other files.
Process Flow:
To Unclose a work order
- Click 'Close' on the quick links toolbar
- Enter the order number
- Click the 'Unclose' check box
- Click Continue
- Check mark the entries to unclose
- Click Confirm Unclose push-button - The system will respond 'nn records unclosed' with notation of Order Status.
- Reset the Employee and or Trade in the work order file if required
.
- Work Order will remain closed unless all items are checked.
- If applicable, manually change the status and clear date completed date etc.
To reverse an Unclose
- Reactivate the Service History and
- In the work order file enter the close date and update the status
- Update any other applicable fields
Note: Instead of the above (Reverse an unclose), you may want to re-enter the closing to bring forward the labor charges etc.
Revised: 09/17/2018
Undelete (Recall) A Record (top)
Overview:
If a user has the page defined within their Group, they are able to see Inactive records within the file.
To view inactive records, on the Find screen within a file there is usually a check box 'Show Active Only'.
Uncheck the box to see inactive records.
With the appropriate privileges the user will see the Delete/Recall push-button. Only at that time is the user able to recall and Inactive record.
To Undelete (Recall) a record, the user must have access to delete a record.
---------------------------------------- ----------------------------------------
To set access to Recall deleted records:
1. Go to Look up Tables - USERNAMES
2. In the middle of the screen (Data file modifications) the user must have the privilege of 4 or above on the file to be recalled.
3. Press SAVE to save the changes.
Revised: 03/24/2010
Unlock System - Reset System (top)
To reset the system after locking it for maintenance, go into FoxPro for Windows. In the command box, type:
DO NEW (press Enter)
DO UNLOCK (press Enter)
QUIT (press Enter)
If you receive the message "File UNLOCK.PRG does not exist.", please call for assistance.
Revised: 01/01/2000
Update Employee Worked/Paid Hours (top)
The worked and paid hours are important because they are used to report certain ratios on various reports. (See Employee Accountability
report.)
To update worked/paid hours, select EMPLOYEE HOURS from the Look up Tables pull down menu. Enter the correct month in the box next to the REPLACE HOURS push-button. Then press either the REPLACE HOURS or ADD HOURS push-button. This will bring up a table for you to enter the appropriate data.
Revised: 03/23/2010
Update Website (top)
Path:
Utilities > Update Website
Overview:
At various times support will ask you to download and install a mPro3 software update.
The following will give details on how to accomplish this task.
If any special instructions are necessary support will let you know.
Process Flow:
1. Verify you have access to the menu path Utilities > Update Website
2. Call Mayer Computer services:
a. Verify 'Version' (date) the update your downloading should have when installed. ____________
b. Get the user name and password to download the mPro3 update. ____________
2. Go to the menu path: Utilities > Update Website
3. Click on the 'Step 1' link 'Click Here to Download the Latest Version' and enter the following:
username: xxxxxx
password: xxxxxx
Double click on website2.fxp and save it to your desktop
4. In the 'Step 2' box, Click "Browse" to locate and open website2.fxp that is on your Desktop
5. Click the 'Step 3' - 'Update Website' push-button
6. Click the "Update Settings" push-button.
7. Verify the new update is working:
Path: Menu > About mPro3 --- The Version (date) should say: ____________
Revised: 03/31/2007
User File And Security (top)
Path:
a. Look up Tables > User
b. New Record > User
Overview:
To maintain security and provide an audit trail, the mPro3 system allows you to set up different user names and passwords.
A User account is different than an Employee record:
- A User account is required for a person to log into the mPro3 database.
- An Employee record is required when a person is assigned to work orders/equipment or closes work orders.
Flags and Security Settings:
- The page, 'Home' is required to access the mPro3 main screen.
- The page, 'Web Administrator' is needed to see the groups push-button and have a file access level of 4 to view or 5 to make changes.
- User must be assigned to a group which gives access to certain pages.
Miscellaneous:
DATA FILE Modification Options:
REGARDLESS OF LEVEL if the user's group has that web page, the user will have rights to see that data and or do the function of that web page.
LEVEL 0 or 1 - Allows data file Inquiry.
LEVEL 2 - Allows data file Add and Inquiry.
LEVEL 3 - Allows data file Change, Add and Inquiry. Note: Having the menu of 'Review / Process Web Requests' allows user to delete work orders.
LEVEL 4 (Should be given only to certain individuals i.e. Administrators, etc.) - Allows a user to delete files and undelete files.
Note: Having the menu of 'Review / Process Web Requests' allows user to delete work orders.
LEVEL 5 (Should be given only to certain individuals i.e. Administrators, etc.) -
Allows the user to Post orders (See Posting Notes below) and modify main keys in a file.
LEVEL 6 - See 'Posting Notes' below.
--------------- POSTING NOTES ---------------------------------------------
The following applies when the 'Post when saving record #(F028)' setup flag is inactive (unchecked)
Allow user to post on Closings and Post regardless of closing level (S04) - Check box - Check mark this box to activate. The check box is located to the right of the Closing field.
... Otherwise ...
Users with access of 5 or 6 on the Closing file allows:
Access 5: The system automatically posts the users closings, in addition user has the ability to posts other users closings by clicking the 'Post' push-button in the 'Closing And Post' option. The system will post all records. User cannot post individual closings.
Access 6: The system automatically posts the users closings. Applies to that employee only.
Note: The post push-button still appears for clients who use Phones.
Process Flow:
General scenarios:
- CREATE A NEW RECORD (From Scratch):
- New Record > User --- OR --- Look up Tables > User > Find > Click +/Edit on any entry > Click the New Push-button
- Enter the following fields (User Name, Password, Access Code, Name, Group, and Trade).
Applicable to New Records only:
The 'Preset Code field will automatically populate most of the Data File fields with the access number entered.
- Enter the field with 1,2 or 3
- Click the Save push-button and the preset access codes will appear next to the field name.
- You may optionally change access levels and click save.
- DUPLICATE RECORD (From an Existing Record):
- The easiest way to create a new user is to use an existing user with the same file privileges and group.
- Access the user record you wish to copy from.
- Go to the Duplicate section of the screen and enter the New User Key.
- Click the Duplicate push-button.
- The system will respond with 'Record Added' in the upper portion of the screen in Red.
- Manually set any user restrictions.
- See Field Descriptions below - Duplicate section.
- UPDATE AN EXISTING RECORD:
- Look up Tables > User > Find (See note below) > Click +/Edit on the appropriate entry
- Make data modification as necessary.
- Click the Save push-button.
Notes:
Find is by user name (key) not by the name field.
- RESET PASSWORD
- To reset password - enter a new password and advise user to reset their password upon login.
- ACCOUNT LOCKED (EXTEND PASSWORD EXP DATE - If site has expired password enabled):
- These instructions are written for the scenario where the user forgot their password, hence the account was locked.
- When the user has 'not' forgotten their password we strongly suggest you still change it. This will force the user to reset their password.
- Go to the user file - Look up tables > User > Enter key and click find
- Click 'Unlock' push button
- Click the 'Extend password Exp Date' push button (If this option is enabled)
- If the user has not forgotten their password, change the password to 123 (or whatever you deem appropriate)
- Click Save.
- You can log into the account to make sure it is working correct.
- Contact user and have them change the password
Field Descriptions:
USER NAME - This field is a Key field. Some facilities use the users 3 initials while others use a different format. Whatever you use, be consistent.
PASSWORD - This is the users password they will use when accessing mPro3. The system administrator can reset a users password here.
The system will lock user out after five unsuccessful login attempts.
PRESET CODE* - This field is used when creating NEW users only. It will automatically insert the number entered in the data file privileges section of the screen.
NAME - Some facilities use the First and Last name of the User. This field will appear on the first screen (menu screen) when logging into mPro3.
EMAIL - Enter the users email.
- This email address is used when the processing of retrieved data exceeds the servers time out settings. Generally a process will run for 5 minutes then the user will get a time out error.
- An email will be sent to the logged in users email address defined in this field when the menu options check box is check marked.
- Some menu options have a check box that allows the user to send the report to a batch process and get notified via an email.
Example 1 - Equipment Inspection Load:
Enter your report parameters > check mark the 'Send me an email...' check box > click create report > Click the Red X (Stop) next to the web address bar on Internet Explorer > Continue with your other work > When the report is ready you will be notified via email which includes the report links.
Example 2 - Create Equipment Inspections:
Enter your PM parameters > check mark the 'Send me an email with order numbers when create inspections is finished' check box > click Create Inspections > Click the Red X (Stop) next to the web address bar on Internet Explorer > Continue with your other work > When the PMs are ready you will be notified via email.
EXTEND PASSWORD EXP DATE - Push button - This option is enabled for specific sites.
- See reset example above in process flow section.
- Password must be at least 8 characters long.
- It must contain at least one capital letter and one lower case letter.
- It must contain at least one number.
- You will not be able to use your last two prior passwords.
- Password expire after 180 days
- You will be prompted to change your password after 166 days until it expires. i.e. you will get a message to change your password for 2 weeks before it expires
- The system will lock out any inactive users after 180 days just like any other user.
Note: If someone goes on medical leave and you delete the user.
The expiration date will not change.
The system does not expire that account because the user may come back within the 180 days.
If you recall them, they are able to log into mPro3 if within the expiration date.
- If the user attempts to change password (Change Password screen) and their password has expired, a message will appear 'Password has expired. Please contact your Administrator for assistance (F2)'.
- An audit entry is created when a user logs in and their password has expired.
- The system will lock user out after 5 unsuccessful login attempts.
GROUP - Groups define what menus the user may view. Select the appropriate group from the drop down menu. See User Groups sections of this manual for details.
TRADE - Select the appropriate trade from the drop down menu. You can skip this if necessary.
---------------------------------------- ---------------------------------------- ----------------------------------------
For the following fields, please define what access the user shall have when using these files.
See the Miscellaneous section above for definitions of Levels.
Note: The Menu Name is the name of the menu item in mPro3 and is noted in Parenthesis.
AUDIT - (Audit)
FACILITY - (Facility)
REPORT TEMPLATES - (Report Parameter File)
AREA - (Areas)
INSP. CHECK - (Inspection Checks)
SERVICE CODE - (Service Code)
CATEGORY - (Menu Name Project Categories)
MATERIAL - (Material)
SERVICE HISTORY - (Service in the Quick Links toolbar, Service History in the Menus)
CONTRACT - (Contract)
MODEL - (Model)
SERVICE REQUEST - (Request Codes)
CLASS - (Classification)
PART - (Parts)
SETUP FILE - (Setup)
CLOSING - ( 5=POST ALL ORDERS, 6=POST YOUR ORDERS) - (All of the Closing menu options)
PO (LINE) ITEM - (Line Items File)
SYSTEM - (System)
COST CENTER - (Cost Center/Department)
PROJECT ITEM - (Project Items)
TRADE - (Trade)
EMPLOYEE - (Employee)
PROJECTS - (Project File)
USER FILE - (User)
EMPLOYEE HOURS - (Employee Hours)
PURCHASE ORDERS - (Purchase Orders)
VENDOR/MFG - (Vendor/Manufacturer)
EQUIPMENT - (Equipment)
REPAIR/INSPECT. - (Inspections and Repairs) Note: Having the menu of 'Review / Process Web Requests' allows user to delete work orders.
---------------------------------------- Duplicate ---------------------------------------- ----------------------------------------
USER NAME - Enter a 'new' user name in the 'User Name' box and click the 'Duplicate' push-button to create a new record. The system will duplicate profile settings of the current record to the new record. (Group, Security Settings etc.) Manually set any user restrictions.
---------------------------------------- ---------------------------------------- ----------------------------------------
SHOW RISK/PRIORITY LATE REPAIR NOTICES - Check this box if you wish 'RISK/PRIORITY LATE REPAIR NOTICES' report link to appear on this users login screen.
The system is designed to return All Users, since the results are usually small. In addition the employee name is listed on the report.
Specify the Risks and Priorities on Setup file 1.
See 'Automatic Notification Of Late Inspections And Repairs' section of this manual for details.
SHOW WORK STATS ON LOGIN (S01) - See 'Work Statistics' report in this manual for details.
SHOW YOUR WO's PAST ESTIMATED COMPLETION DATE ON LOGIN (S02) - This displays WO that are past estimated completion date on this users login screen. Click the link to open the work order.
UNUSED FIELD - Not Implemented
SHOW ALL WO's PAST 5+ ESTIMATED COMPLETION DATE ON LOGIN (S03) - This displays WO that are past 5+ days on this users login screen. Click the link to open the work order.
SHOW OPEN INSPECTION REPORT ON LOGIN FOR USER - This displays Open Inspection report for user.
SHOW OPEN REPAIRS OVER 90 DAYS OLD REPORT ON LOGIN FOR USER - This displays open Repairs over 90 days old.
---------------------------------------- ---------------------------------------- ----------------------------------------
RESTRICTED DATA RANGES.
Do not set these if you are the master mPro3 user.
Site must register with MCS to activate these modules
RESTRICT DATA BASED ON COST CENTER RANGE:
- Define the Cost Center range you wish the user to have access to.
- The user may only access Work Orders and Equipment etc. for the Cost Center range defined.
- In Files/Reports where Cost Center is defined, the system will only show records that have the associated Cost Center.
RESTRICT DATA BASED ON FACILITY RANGE:
- Define the Facility range you wish the user to have access to.
- The user may only access Work Orders and Equipment etc. for the Facility range defined.
- In Files/Reports where Facility is defined, the system will only show records that have the associated Facility.
RESTRICT DATA BASED ON TRADE RANGE:
- Define the Trade range you wish the user to have access to.
- The user may only access Work Orders and Equipment for the Trade range defined.
- For Work Orders with control numbers, the system looks at the Control Number 'Equipment Type'.
- Equipment must be defined with the Equipment Type of B (Biomed) or E (Engineering)
- Flag F042 must be active (F042 - In equipment file, equipment type required)
- If your logged in as yourself and you need to modify/change 'Your' user trade restriction, to make all trades in the dropdown appear - do the following:
In the user file 'Turn off' the trade restriction, log out and log back into mPro3. All trades should now appear in the dropdown.
WORK ORDER AND CLOSING FILES RESTRICTED TO RECORDS WITH LOGGED IN USER ONLY:
- user name must match employee key.
- Site must register with MCS to activate this module.
- For programmer reference only S05/F106 must be active (this is NOT F106 in the setup file).
---------------------------------------- ---------------------------------------- ----------------------------------------
All users whose user name matches employee key and have trade B - BZ (mostly BIOMED) will get an open repair report on logging in.
---------------------------------------- ---------------------------------------- ----------------------------------------
Push-button/Links/Check box:
ALLOW USER TO POST ON CLOSINGS AND POST REGARDLESS OF CLOSING LEVEL (S04) check box - This flag gives people a Post push-button on the Closing and Post page, even if they have close file level 4 or less. This way users can enter closings and not have them post, but still have the ability to post orders later. It will post ALL orders however, not just that users.
DUPLICATE - Push button - Used to copy a user profile to a new user. Enter a new user name in the 'User Name' box and click the 'Duplicate' push-button to create a new record. The system will display a new window with the User Name and other fields already entered. Modify as necessary.
EXTEND PASSWORD EXP DATE - Push button - See field descriptions section above for details.
GROUPS - Push button - The page of 'Web Administrator' is needed to see the Groups push-button. User must have user file access level of 4 to view or 5 to make changes. See User Groups section of this manual for details.
UNLOCK - Push button - When an incorrect password has been used to access the user account the system will automatically lock the account. Click the unlock push-button.
Revised: 09/09/2019
User Groups (top)
Paths:
a. Look Up Tables > User Groups
b. User File - Access this option by clicking the Groups push-button
Overview:
- The Groups option provides a tool to control what pages a user can access.
- File privileges are set in the user file and determine what actions a user can do on a page.
- The ability to List Pages in a Group is also available in this menu option.
Miscellaneous:
REGARDLESS OF ACCESS LEVEL if the user's group has that web page, the user will have rights to see that data and or do the function of that web page.
Flags And/Or Security Settings:
- The page, 'Web administrator' is required to view the groups page.
- User file privilege of 4 is required to 'View' the groups only, not the pages associated with the group.
- User file privilege of 5 is required to 'View' and make changes to the associated pages.
Process Flow:
Add a Group
Click the Add a Group push-button > An Add Group entry box will appear; Enter the name of the New group and click the 'Add' push-button. > The new group will now appear in the Main Group window.
Delete a Group
Select/Highlight a Group to be deleted > Click the Delete Group push-button > The system will respond 'Are you sure you want to delete this group? > Click the Delete Group push-button again.
Duplicate a Group:
Select/Highlight a Group > Click the Modify Group push-button > In the bottom left corner of the screen is a Duplicate Group entry box > Enter the new groups name and click the Duplicate push-button
List Pages in a Group:
Select/Highlight a group > Click the List Pages in a Group push-button > A green excel link will appear once the report is complete.
The page numbers in the excel are Quick Jump menu paths that can be used in the Search function.
Modify a Group
Select/Highlight the Group to be modified > Click the Modify Group push-button >
The screen will display Group members (to the left) & Pages that can be accessed (to the right) >
Click 'Add/Remove Pages to the List' push-button;
The screen will display Pages that can be accessed (to the left) and Pages NOT available (to the right)>
To add a page to the list, select the item then click the 'Add Page to the Group List' push-button.
To remove a page from the list, select the item and click the 'Remove a Page From List' push-button.
The page 'Home' is required to access the mPro3 application.
Rename a Group:
Select/Highlight a Group to be renamed > Click the Rename Group push-button > a Rename Group entry box will appear; this box contains the current name of the group; modify this name and click the 'Rename' push-button. > The renamed group will now appear in the Main Group window.
Field Descriptions:
GROUP NAME - A group name can contain up to 50 characters, although we suggest keeping them shorter.
Push-button / Links:
Add a Group (Add) - Add a new group.
Add / Remove pages to the list - Add or Remove pages to/from a group.
Delete Group - Delete an existing group.
Duplicate - Duplicate a groups pages to a new group.
Group Home - The Main Group page that shows all the groups in the system.
Modify Group - Modify pages within a group.
Rename Group(Rename) - Rename a group.
Revised: 06/18/2012
User Listing (top)
Path:
Lists -> User Listing
Overview:
The User Listing provides a list of all active User Key, Name, Group Name and Access Level in a summary format.
The password is not available within the application however, the system administrator can reset a password by going into the user file. Then the user can update the password via the Utilities > Change Password menu option.
Revised: 07/14/2010
Utility System Failure (top)
The steps that need documentation are.
1. Inspect/analyze and identify failure
2. Repair
3. Report back
4. Inspect/analyze again
5.Report back
You can do all of these by using existing service codes when closing a work order. For example:
1. use code 1900 to record a failure on inspection (or specific procedure failure corresponds to procedure on form - if procedure number 2 fails, put in 1902)
2. use repair code say 61 (replaced) 102 (alarm)
3. use code 1606 to record inspection complete
If you wish to record this by class, close the class work order as well.
You can also add this system to the system file if there are multiple components. Then you can bring out all service history for all equipment file components (make sure you put the system key in the equipment file).
Revised: 01/01/1996
Variable Schedule By Class (top)
Path:
Look up tables -> Classification, page 2
Overview:
This feature to allows you to enable the variable schedule by class.
You can specify a class of equipment (e.g., Infusion Pumps) and have the schedule (cycle week) move for individual items.
Example:
You have a group of Pumps due in November.
Most are completed, of them but can't locate several of them.
Three months later(February) they show up broken or misused (they were stuck in a closet).
You fix them and find the open PM's and close them late. The system automatically changes the cycle month to February.
To activate this class specific feature.
Go to the 2nd window of the class file and mark the check box:
Move cycle week forward based on any completed inspection (QA category=6, first trade only)
Revised: 03/26/2013
Vendor / Manufacturer File (top)
Path:
Look up tables -> Vendor Manufacturer
Overview:
This file is used to maintain information on Vendors and Manufacturers.
Enter into the data base each manufacturer and vendor from which equipment and fixtures are purchased or to which equipment or services are contracted.
Miscellaneous:
The name Vendor/Manufacture is sometimes interchangeable within mPro3, meaning sometimes it is listed as Manufacturer/Vendor. No matter how it appears they both reference the same file.
Check List:
Vendor/Manufacturer Key
Master Manufacturer
Number Key |___|___|___|___|___|___|___|___|___|___|___|___| [up to 12
digits, data entry use.]
Customer #________________________________________
Name _______________________________________
Address ____________________________________
Address ____________________________________
Address ____________________________________
City, State ________________________________ Zip _____________
Country __________________________________
Representative ______________________________
Phone __________________________
Fax __________________________
eMail_________________________
Field Descriptions:
VENDOR/MANUFACTURER KEY - Manufacturer of item or Vendor name. See Keys - General & Changing for examples.
MASTER MANUFACTURER - Vendor/Manufacturers corporate owner. This field is beneficial in case you need to find other sources to procure the item.
NUMBER KEY - Use any numeric key used for this vendor elsewhere in the hospital (ECRI
number, Purchasing, etc.). Generally this is accountings number.
CUSTOMER # - This is our customer number assigned by the vendor.
---------------------------------------- Vendor/Manufacturer ----------------------------------------
NAME - Name of the Vendor or Manufacturer
ADDRESS - 3 lines are allowed for this entry, 30 characters each
REPRESENTATIVE - Sales representative.
CONTACT/SERVICE PERSON - 30 Characters or less
PHONE/EXTN - Vendor's telephone number, (Enter 10 digits only, no punctuation)
FAX - Vendor's fax number. Enter up to 15 digits.
EMAIL - Enter representatives email address.
---------------------------------------- Service Representative ----------------------------------------
SERVICE - The name of the service representative,
PHONE / EXTN - Enter the service representatives phone number.
FAX - Enter the service representatives fax number.
eMail - Enter the service representative's email address
WEB SITE - Enter Vendors web site address
---------------------------------------- Year to Date Data ----------------------------------------
MINUTES - Total minutes accumulated year to date.
MATERIAL - Total material purchased from the vendor year-to-date. An estimate can be entered when first setting up the system. This field is maintained by the system.
OPENED -Total opened work orders year to date.
LABOR - Total Labor charges paid to the vendor year- to-date. An estimate can be entered when first setting up the system. This field is maintained by the system.
CLOSED - Total closed work orders year to date.
---------------------------------------- Bill To / Extra Address /etc. ----------------------------------------
NOTES - Any notes relating to the Vendor or Manufacturer.
ATTACHMENTS - For each file attachment, Browse file and press Save
See Attachments section in this manual for directions and suggested naming conventions
Revised: 11/28/2011
Vendor called in for PM though follow up & missing report (top)
Path:
Inspections > Reports > Special PM Incomplete > Bottom of Screen
*352
Overview:
See Special PM Incomplete Report in this manual for details.
Revised: 08/14/2013
Warning Page Is Expired (top)
After a user clicks on the Save push-button within the application and desires to open a new Internet Explorer window (File => New => Window) the system responds with:
---------------
Warning: Page has Expired
The page you requested was created using information you submitted in a form. This page is no longer available. As a security precaution,
Internet Explorer does not automatically resubmit your information for you.
To resubmit your information and view this Web page, click the Refresh button
---------------
This occurs because Internet Explorer thinks you are trying to save the same data.
Do not refresh, change the URL above and eliminate all characters after index.asp in the Internet Explorer Address drop down
and press enter.
Revised: 04/07/2007
Weeks (First Week of Year) (top)
See 'Calendar Weeks (First Week of Year)' section in this manual for details
Revised: 04/05/2010
Welcome Screen / mPro3 Welcome Screen (top)
See Dashboard section in this manual for details
Revised: 07/15/2015
What Area Is Due For PM (top)
Path:
Inspections > Scheduling and Load Reports > What Area Is Due For PM
Overview:
This report lists Areas that are due to be inspected in the future. It may be used to notify Managers to have equipment available for inspection.
Notes:
- This report does not signify the actual number of PMs to be created, see the Area Inspection Load report.
- The 'Time' field in the checks file must be defined for the Areas to appear on this report.
- Weekly inspections are excluded.
Process Flow:
- From the Week ranges grid in the lower section of the screen, determine the week range you wish to report.
- Enter the Week range in the Week Starting and Ending fields.
- Select from the 'Print by' dropdown menu the sort order desired.
- More criteria may be selected by pressing the 'Page 2' push-button.
- Click the 'Create Report' push-button'.
Revised: 03/05/2012
What Equipment Is Due For PM (top)
Path:
Inspections > Scheduling and Load Reports > What Equipment is Due for PM
Overview:
This report lists equipment that is due to be inspected in the future. It may be used to notify Managers to have equipment available for inspection.
Notes:
- This report does not signify the actual number of PMs to be created, see the Equipment Inspection Load report.
- The 'Time' field in the checks file must be defined for the equipment to appear on this report.
- Weekly inspections are excluded.
Process Flow:
- From the Week ranges grid in the lower section of the screen, determine the week range you wish to report.
- Enter the Week range in the Week Starting and Ending fields.
- Select from the 'Print by' dropdown menu the sort order desired.
- More criteria may be selected by pressing the 'Page 2' push-button.
- Click the 'Create Report' push-button'.
Revised: 03/05/2012
Work Statistics Report (top)
Path:
Special Reports > Work Statistics
Overview:
The Work Statistics report is generally used to see if you have completed PMs/Inspection in a given period EVEN IF THEY WERE DONE LATE. This report may be run in the future. It counts work completed in the future (Excludes QA category 8).
A benefit of this report is that you can pick up to five columns of data.
The report data comes from the work order file.
This report is generated by date received/initiated only. This is different than most reports that look at date completed. In this way you can run a report showing work completed for a given month, regardless of when it was completed.
This means you can run this several months in the future on a long past month and see what was completed.
Example:
Many facilities use the 'class type' field from the classification file to distinguish various types of equipment.
This is a user defined field, although most facilities use the following:
CP=casual prevention
E=equipment
FS=fire safety
IC=infection control
LS=Life safety
U=utility
Many facilities use the "risk" field. 1-5 are common risk categories.
One or both of these fields are used in your "Risk Based" categorization of equipment.
Miscellaneous:
Report Example:
Work Statistics Report
|
|
|
Report
Range 05/07/2001 to 05/07/2004
|
|
|
Facilities:
|
to
|
WEST
|
|
|
|
|
Employees:
|
to;
|
SUSAN
|
|
|
|
|
Trades:BIOMED
|
to
|
PHOMN
|
|
|
|
|
Project:
|
to
|
1216
|
|
|
|
|
Priorities:
|
to;
|
ZZZ
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
.....................................................
|
Unscheduled
Work Order Statistics
|
|
#
|
%
|
|
Use Error
|
|
0
|
0
|
|
No Problem Found
|
|
0
|
0
|
|
Safety Hazard alerts
|
|
0
|
0
|
|
Manufacture Hazard Alerts
|
|
0
|
0
|
|
Repair Work (staff work only)
|
|
43
|
100
|
|
Total
|
|
43
|
100
|
|
|
|
|
|
|
|
|
|
Periodic
Maintenance Statistics
|
|
|
|
|
|
|
Equipment Risk/Type
|
E
|
U
|
FS
|
CP
|
Total
|
|
Scheduled
|
0
|
0
|
0
|
0
|
0
|
|
Completed
|
0
|
0
|
0
|
0
|
0
|
|
Percent Completed
|
.
0
|
.
0
|
.
0
|
.
0
|
.
0
|
|
Equipment Unavailable
|
0
|
0
|
0
|
0
|
0
|
|
Equipment Not Found
|
0
|
0
|
0
|
0
|
0
|
|
Unable to Complete
|
0
|
0
|
0
|
0
|
0
|
|
Currently Working on
|
0
|
0
|
0
|
0
|
0
|
|
|
|
|
Repair
Work - QA Categories 2, 3, 12, and 16
|
|
SOMERSET
HILLS HOSPITAL AND MEDICAL CTR.
|
05/07/2004
14:00:33
|
|
Safety
Hazard Alerts
|
|
|
Order:
|
501365
|
Area:
|
A
|
trade:
|
MECH
|
Class
Type:
|
|
|
Control:
|
90015
|
Cost
Center:
|
SCRIPPS
|
Employee:
|
HERB
|
Risk:
|
|
|
Received:
|
12/30/2003
|
Department:
|
SCRIPPS
|
Vendor:
|
WEST
|
System:
|
|
|
Received:
|
12:39:23
|
Facility:
|
SCRIPPS
|
Completed:
|
12/30/2003
|
Time
(Service):
|
20
|
|
Description:
|
REFRIGERATOR
|
Location:
|
1ST
FLOOR
|
Priority:
|
|
|
Order
Status:
|
CLOSED
|
Requested
By:
|
JIM
BEAN
|
Extn:
|
2378
|
|
Requested:
|
DOOR
WON'T CLOSE
|
|
Performed:
|
ADJUSTEDHINGE
|
Report Processing:
All data comes from the repair/inspection order file (workord.dbf). Each order is counted once only.
QA category / Report line
11 Use Error
9 No problem found
5 Safety Hazard Alerts and any service code except 1250,1251
5 Manufacture Hazard Alerts and service codes 1250 or 1251
Note: a detail report prints for the alerts
Repair Work (staff work only) includes these QA Categories:
2=area repairs,
3=equipment repairs,
12=project work,
16=vendor related service
(vendor related service is work performed by staff with or related to vendor work)
Note: the upper section reports on repair related work.
The following QA categories are not on this report.
1=administrative,
10=non productive,
13=staff support,
14=technical support,
15=training are not reported on this report.
QA category / Report line
---------------------------------------
Scheduled
4=failed and corrected,
6=inspection,
7=incomplete,
8=incoming (incoming only included if flag set in setup file)
Completed includes QA Categories 4, 6, and 8
Equipment Unavailable includes QA Categories 7 and service code 1701
Equipment Not Found includes QA Categories 7 and service code 1700
Unable to complete includes QA Categories 7 and any other service code
Note: some facilities use code 1617=out of service as the first closing of an inspection with codes 1703=in storage or 1707=delete equipment as the second code so that the PM shows completed.
Currently working on is the total of Scheduled - Completed - Equipment Unavailable - Equipment Not Found - Unable To Complete.
Revised: 07/05/2007
Frequently Asked Questions (top)
Index for FAQ - Click on text link
Topics Include:
1. Equipment
2. Excel
3. Inspections
4. Internet Explorer
5. Miscellaneous / General
6. Reports / Monthly Reports / Templates
7. Work Orders (Repairs & Inspections)
---------------------------------------- Equipment ---------------------------------------- ----------------------------------------
(FAQ)
1a. Equipment - In the Equipment file I set 'Max Records to find:' to 9999999. This way the system will return all records, but I get a Time Out error, why?
1b. Equipment - I have a piece of Equipment information that I would like to track and be able to search on and I don't see a field that fits what I need.
1c. Equipment / Inspections - Is mPro3 capable of flagging or notifying us when the equipment warranty expires?
1d. Equipment/Loaner - Is it suggested to give loaner equipment a control number?
1e. Equipment/Inspections - When saving equipment changes, I get the message 'Warning! Equipment not saved! No Procedure/Interval'. How do I resolve this error?
1f. Equipment/Lists - I want to create a list of all control numbers starting with IS.
---------------------------------------- Excel ---------------------------------------- ----------------------------------------
(FAQ)
2a. Excel - How do I remove leading spaces and keep leading zeros in an excel sheet?
---------------------------------------- Inspections ---------------------------------------- ----------------------------------------
(FAQ)
3a. Inspections / Procedures - Where does the PM form 'Inspection Procedure' section information come from?
3b. Inspections / Procedures - I have some PM procedures I would like to put into mPro3, where do I put them?
3c. Inspections / Procedures - I have 3 procedures for the same class & trade, to occur: Quarterly, Then Once a year (on Week 13) & (on Week 30).
3d. Inspections - I have some attachments that I would like to appear on PMs, where do I put them?
3e. Inspections - How do I process my 'Not Located' Equipment PMs?
3f. Inspections - When do I use a worksheet vs. a PM form, when I print Inspections?
3g. Inspections / Scheduling - How do I verify all Equipment/Areas have been scheduled?
3h. Inspections - I have multiple PMs that have 'Inspection Interval Missing though equipment has a cycle week' in the Services Requested field, what do I do?
3i. Inspections - I can't get an inspection to create, what are the minimum requirements?
3j. Inspections / Vendor - How do I process (close) an Inspection that goes to a vendor/outside contractor for repair?
3k. Inspections / Vendor - How do I setup an Inspection that goes to a vendor/outside contractor?
3l. Inspections - I received a new piece of equipment and need to do an inspection, how do I process an 'Incoming Inspection' On this?
3m. Inspections / Closing Notes -How do I make text automatically appear in the 'Notes' section on my closings? (This is so the technician can fill in readings that must be recorded in service history.)
3n. Inspections / Failed PMs - How do I process a Repair after a PM failed?
3o. Inspections / Procedure - I want a procedure (same trade) to happen once a year on the same class but want a different procedure to happen once a year.
3p. Inspections - How do I get the total number of pieces of equipment due for inspection?
3q. Inspections - How can I order parts on a PM?
3r. Inspections - How do I process an 'Equipment in Storage' PM (1428/1703)?
---------------------------------------- Internet Explorer ---------------------------------------- ----------------------------------------
(FAQ)
4a. Internet Explorer - IE always asks me to save passwords. How do I turn that off?
4b. Internet Explorer - IE does not refresh properly.
4c. Internet Explorer - IE8 embeds an attachment in the email rather than keeping it as an attachment.
4d. Internet Explorer - Can I make the text size bigger?
Note: See Internet Explorer / Firefox etc. settings (Browser/Platforms) section in this manual for more settings/details.
---------------------------------------- Miscellaneous / General ---------------------------------------- ----------------------------------------
(FAQ)
5a. Misc. - What is the minimum information needed when entering a file?
5b. Misc. - What does the tilde (~) sign mean? When do inactive records appear and why?
5c. Misc. - The system allows for automatic entry of some fields, what are they?
5d. Misc. - When logging into mPro3 I get a message 'This is an unlicensed install. This web site may not be used commercially etc. Why does this occur?
5e. Misc. - How do I delete/Inactivate a record/file?
---------------------------------------- Reports / Monthly Reports / Templates ---------------------------------------- ----------------------------------------
(FAQ)
6a. Reports - The 'format' of my printed report is not correct.
6b. Reports - I can't find my report on the screen.
6c. Reports - Monthly - Counts in my Monthly Report do not appear to be accurate.
6d. Template - Can I modify a Template?
6e. Reports / Listing - I would like a list of service codes to give my technicians.
6f. Reports - Monthly - COULDN'T FIND (TOTAL) section - How is the count determined?
---------------------------------------- Work Orders (Repairs & Inspections) ---------------------------------------- ----------------------------------------
(FAQ)
7a. Work Orders - I closed my work order and I forgot to add an attachment, I have an incorrect vendor, I entered an incorrect close date, or other closing data.
7b. Work Orders - An employee has left the company and has outstanding work orders how do I reassign the work orders and delete the employee / user?
7c. Work Orders - How do I verify a work order has been closed?
7d. Work Orders - How do I get an employee to appear in a work order automatically?
7e. Work Orders - What is the procedure for closing a work order with two technicians?
7f. Work Orders - How do I delete/inactivate a Work Order or range of Work Orders?
7g. Work Orders - How do I print a batch, or single 'Completed' inspection or repair form(s)?
7h. Work Orders - How do we track LIFE SAFETY on work orders and how can we flag them for new Work Orders?
== == == == == == == == == == == == == Resolutions == == == == == == == == == == == == == == == ==
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1a:
(top)
In the 'Equipment file' I set 'Max Records to find:' to 9999999. This way the system will return all records, but I get a Time Out error, why?
Resolution:
The system is not designed to return 'all' records in large databases. Refine your search criteria and try again.
Run an equipment listing instead.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1b:
(top)
I have Equipment information that I would like to track and search but I don't see a field that fits what I need.
Resolution:
In the Equipment File use the FREE INDEX. This field has no assigned purpose and can be decided by the user. It is important to use a standard form of entry for all records.
12 characters are available.
You can also specify up to 12 special fields in the class file. See the section Prompts.
You can create labels here for the specific class and then in the equipment file put the responses to those labels.
These fields are only searchable in display data however.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1c:
(top)
Is mPro3 capable of flagging or notifying us when the equipment warranty expires?
Resolution:
Yes...
When you create inspections, check mark the 'Create warranty inspections for range' check box, then enter a date range. The system
will create an inspection for the equipment where the warranty expires within the date range specified.
The services requested field will display 'Warranty Inspection', with a default service code of 1607 - Warranty Inspection.
Note: Warranty date needs to be filled out in the Equipment file.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1d:
(top)
Is it suggested to give loaner equipment a control number?
Resolution:
Yes...
Several users use the prefix of L, followed by the date, and numbers going up from there.
Example: L050310100 (Lmmddyynnn)
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1e:
(top)
When saving equipment changes, I get the message 'Warning! Equipment not saved! No Procedure/Interval'. How do I resolve this error?
Resolution:
This issue occurs because the equipment is scheduled (Cycle week is defined) with no corresponding Inspection Check.
If equipment should be inspected, create or reactivate the check.
If equipment should NOT be inspected, Go to 'Schedule Inspection by Control #' and set the cycle week to zero.
Notes:
This mostly occurs when the inspection check is inactivated/deleted in error or equipment is no longer to be inspected and user forgot to unschedule the associated equipment.
When PMs are created the system will create a PM with the message 'Inspection Interval Missing though equipment has a cycle week'.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 1f:
(top)
I want to create a list of all control numbers starting with IS.
Resolution:
The control number field is "Right Justified" with a total of 12 alpha/numeric characters that can be defined.
Because the field is right justified, on an equipment list, all control numbers with a length of 6 alpha/numeric characters appear first, then the ones with 7, 8 etc.
Example data: IS001, IS999, ISA01, ISA10
Solution 1:
Take the control number and insert into another field that is NOT Right Justified - The free index field is sometimes used for this purpose. mPro3 staff can write a script to perform the task.
Run a Display data report using the Free Index field for your criteria (use 12 alpha/numeric characters):
Starting Range: (Greater than or equal to) IS0000000000
Ending Range: (Less than or equal to) ISZZZZZZZZZZ
Solution 2:
This would require you knowing how many characters are defined in the control number. In the data example above there are 5 alpha/numeric characters used.
Using a display data report use the Control Number field for your search criteria:
Starting Range: (Greater than or equal to) IS000
Ending Range: (Less than or equal to) ISZZZ
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 2a:
(top)
How do I remove leading spaces and keep leading zeros in an excel sheet?
Resolution:
Note: See Internet Explorer / Firefox etc. settings (Browser/Platforms) section in this manual for opening Excel links in the Excel program.
- Create the excel in mPro3.
- Create a new column B on the .xls work sheet.
- In Cell B2 enter the formula =TRIM(A2)
- Click the green check mark.
- Copy and paste the formula from cell B2 into all the cells underneath.
- Create a new column C on the .xls work sheet.
- From Column B to Column C, Copy and paste SPECIAL-Select the VALUE radio button.
- Now you can delete column A and B.
- Save your work sheet.
Note: If you wish for the numbers to be 'Left Justified' and they are not, change the format of the cells to General.
Example:
|
A |
B |
C |
D |
1 |
Control |
New 1 |
New 2 |
class_name |
2 |
|
|
|
Administration Areas (all Offices) |
3 |
D1 |
D1 |
D1 |
Dialysis Unit |
4 |
001 |
001 |
001 |
Bed, Er |
5 |
0123 |
0123 |
0123 |
Bed, Electric |
6 |
142 |
142 |
142 |
Alarm, Medical Gas |
7 |
155 |
155 |
155 |
Aspirator |
8 |
456 |
456 |
456 |
Centrifuge |
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3a:
(top)
Where does the PM form 'Inspection Procedure' section information come from?
Resolution:
1. The 'Checks' section as defined in the 'Inspection Checks' file.
2. The 'Inspection Notes' section as defined in the 'Class' file (page 2, towards bottom)
3. The 'Notes' section as defined in the 'Equipment file' (Bottom of screen)
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3b:
(top)
I have some PM procedures and Inspection notes and would like to put into mPro3, where do I put them?
Resolution:
Generally go to the Inspections Checks section.
- If you want Inspection Notes information recorded, put it in Inspection Notes in the class file (Page 2).
- If you 'don't need the information recorded' put it as an attachment in the checks file (attachment can print with the PM).
Note: The technician can add an attachment when closing a work order.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3c:
(top)
I have 3 procedures for the same class & trade, to occur: Quarterly, Once a year (on Week 13) and Once a year (on Week 30).
Resolution:
Create 3 different inspection checks and define the Start and End week in seasonal inspections section.
Use the Set Next Inspection date utility to re-calculate the Next Inspection date. (Utilities > Retotal Programs > press the Set Next Inspection push-button.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3d:
(top)
I have some attachments that I would like to appear on PMs, where do I put them?
Resolution:
Attachments can be in several places. In the Class, Equipment and Model Files.
Some attachments will print on the inspection form
See Attachments section in this manual for naming conventions.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3e:
(top)
How do I process my 'Not Located' Equipment PMs?
Resolution:
Each site has their own internal procedures on how to handle Equipment not Located.
Please refer to 'Your' internal documented procedure.
Below is an example of one sites internal procedure.
a. Perform PM’s and finish by end of 3rd week of the month.
b. On the 4th week verify if you can find any missing equipment.
c. For located equipment perform the inspection and close the work order.
d. For equipment still not located, go to Department Manager and ask them if they know where the equipment is.
A big challenge is mobile equipment, to handle this the example site does the following.
a. The site does all IV pumps in 1 month.
b. They place a visible sticker (inspection dots) on the front of the equipment. The color of the dot notes the Month Year for next inspection.
c. Every 3 months they rotate the color.
If the equipment is still not located:
a. Close the work order with QA category 7 (Incomplete Inspection) and Service code of 1700 (Equipment not Located).
b. For mobile equipment, Send an email and ask Nurses and/or Managers to look at stickers and if earlier than current month call Clinical Engineering/Biomed
c. Once a Quarter run the Equipment to Be Archived Report. This report will show work orders closed with QA category 7.
d. If the report looks good, run it again and check the box 'ARCHIVE NOW'.
e. Send the report to requesting department(s).
Note:
See the 'Key to report calculations by line' in the 'Monthly Report - Safety Report' section in this manual.
The section gives details on how the Monthly Report presents this information.
In addition, be aware of setup flag F034 - You may want to change this setting.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3f:
(top)
When do I use a worksheet vs. a PM form, when I print Inspections?
Resolution:
Generally engineers print forms 'except' for beds, fire doors, exit lights. It depends on how your facility does business.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3g:
(top)
How do I verify all Equipment/Areas have been scheduled?
To verify all Areas or Equipment have been scheduled, run a Display Data listing on the Area or Equipment file.
Equipment Example:
1. Go to the menu Display data
2. On the 'Display data - pick table' screen ---------------------- select EQUIPMENT and click continue.
3. On the 'Display data - pick saved template' screen ------------ click the NEW ENTRY push-button.
4. On the 'Display data - pick fields to Display' screen ----------- select control and cycle_week_1, then click continue.
5. On the 'Display data - set order' screen ----------------------- Accept the defaults, then click continue.
6. On the 'Display data - pick fields for Criteria' screen ---------- Accept the defaults, then click continue.
7. On the 'Display data - set criteria' screen --------------------- Do the following for the field named 'equip__cycle_week_1'
a. operator <
b. value 1
c. Click create report.
The report will list all equipment where the cycle week is zero.
Notes:
Individual items can be checked by looking at scheduling section of the record.
Verify the Inspection intervals are entered, if this item is to receive an inspection.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3h:
(top)
I have multiple PMs that have 'Inspection Interval Missing though equipment has a cycle week' in the Services Requested field, what do I do?
Resolution:
Inspections are created for equipment or areas that have a cycle week (in the area or equipment file) but have no intervals defined (inspection checks).
These PMs alert the administrator that this scenario has occurred and action needs to be taken.
When this scenario exists, a pm is created for each week of the given month. The services requested field has the text 'Inspection Interval
Missing though equipment has a cycle week'.
To correct this:
Identify the work orders created by running an Inspection report:
Inspections > Inspection Reports> select the Report Type of Inspection_Worksheet_Equipment > Open the Excel > look in column - - i1 - - for zeros. Write those order numbers down. These are the orders to be reviewed. You will need to look at the control number or area files.
Notes:
You can also look at the Inspection Worksheet report, 5th column (INT). Look for zeros.
-or-
Run a display data report for the key words of 'Inspection Interval Missing'
Verify if the Equipment or Area need to be inspected and do the following:
Equipment or Area 'Does' need to be inspected.
- Go to the Inspection Checks file and define the interval.
- Delete the extraneous work orders.
- If applicable, Recreate the inspections by the control number or area.
Equipment or Area 'Does NOT' need to be inspected.
- If the equipment no longer exists, deleted the equipment.
- If the equipment exists but no longer needs to be inspected, change the cycle week to Zero using the 'Schedule Equipment by Control' menu option. Set the cycle week to zero.
Note: You may have to do this via the 'Schedule Inspections by Control' menu option. Be very careful when using this option.
- Delete the open orders. To find the orders, go to the equipment or area file and click on the Open Orders push-button. Verify you are deleting the correct work order. If you have a list of work orders you can also delete via 'Remove Work Orders' in the Utilities menu.
- If the equipment no longer exists, delete the equipment.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3i:
(top)
I can't get an inspection to create, what are the minimum requirements?
Resolution:
1. Verify, the Equipment or Area is attached to a class.
2. Verify, the class file has a Trade defined. - Generally this is what is missing.
3. Verify, inspection checks are created and are active in the checks file.
4. Verify, a cycle week is defined in the Equipment or Area file.
If all the above are present, verify the inspection should be produced for the weeks you are creating inspections.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3j:
(top)
How do I process (close) an Inspection that goes to a vendor/outside contractor for repair?
Resolution:
- Do a closing using code 1648 'Out for Repair - Completed PM' - and use the status 'Out for Repair'
- You might put something in the notes saying: Sent to vendor, shipping or pick up details etc. To use for your internal tracking.
- This entry will provide tracking in the service history.
- When the Equipment is returned close the PM as normal.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3k: (top)
How do I setup an inspection that goes to a vendor/outside contractor?
Resolution:
Follow your own internal procedures.
- Create a Trade (If there is not already one) for OUTCON, which means Outside Contractor.
- In the class file, trade section add the trade of OUTCON
- Create an Inspection Check - Define the trade as OUTCON
- Schedule the equipment as you normally do.
If an Employee manages the work order:
- You can assign work order to an employee their responsible for calling setting appointment and any follow up.
- When the employee closes the work order In the upper section, they enter the service code and in the lower section enter the Vendor information
Note: Flag F021 PUT TRADE OUTCON
This will put 'OUTCON' in the trade field of a work order if a vendor has done the work. Stands for Outside Contractor
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3l: (top)
I received a new piece of equipment and need to do an inspection, how do I process this?
Resolution:
1. Follow your own internal procedures.
2. Most sites do an add and close using the service code of 1800 (Incoming Inspection New).
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3m: (top)
How do I make text automatically appear in the 'Notes' section on my closings? (This is so the technician can fill in readings that must be recorded in service history.)
Resolution:
1. Go to the Class file:
Look up tables > Classification > Enter the key & click find > Click +/edit > Click the page 2 push-button (at the top of the screen) > In the ‘Inspection Notes’ box at the bottom of the screen insert your text > Click save on this screen
Now when you do an Inspection closing, these notes will appear in the Notes Section of the closing.
This only affects closings for pm’s created this day forward.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3n: (top)
How do I process a Repair after a PM failed?
Resolution:
This is the procedure that is used at a couple of sites.
They do this procedure because the repair may sometimes stay open past the end of the month and they want to close the order out.
We suggest you create your own operating procedures and document.
- Open a new repair order. Note in the service request the repair that needs to be done and that an inspection needs to be done.
- Close the PM as failed and note the Repair Order #.
- Close the repair out when completed.
- Then close the repair out again saying the inspection is completed.
Do not close repair and inspection on same screen.
Notes:
Some sites have a supervisor review printed completed repairs and checks the service history listed to make sure that a PM has been done.
Other sites rely on the staff to do their work correctly.
There are other sites - if they are performing the repair immediately or very quickly, they just use the same failed PM work order for:
the failure
the repair
the completed PM
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3o: (top)
I want a procedure (same trade) to happen once a year on the same class but want a different procedure to happen once a year.
Resolution:
This type of scenario is applicable when a site has a combo furnace/air conditioner.
Depending on the season -- turn off heat switch/turn on cool switch or turn off cool switch/turn on heat switch.
- Create two weekly procedures and set the start and end week to the week you want the procedure:
Example:
- 1st procedure, Create a weekly check > Set the Start and Ending weeks for week 26 > Enter procedure: turn off heat switch/turn on cool switch
- 2nd procedure, Create a weekly check > Set the Start and Ending weeks for week 40 > Enter procedure: turn off cool switch/turn on heat switch
- Verify you have scheduled a cycle week in the Equipment file.
- You can verify the entries by looking at the 'Equipment Inspection Load Report'.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3p: (top)
How do I get the total number of pieces of equipment due for inspection?
Resolution:
There are two ways to do this:
- Utilities > Retotal Programs > Click Set Next Inspection push-button - The system will display 'Next inspection dates set on xx records.'
- Display data > Run a report on the equipment table and use the field 'Next inspection'. On the Fields to Search on page, set your criteria to 'Operator' of 'greater than' and 'Value' of '01/01/1950'.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3q: (top)
How can I order parts on a PM?
Resolution:
Close the order with a 1900 series service code (QA category is set to 4 - First closing on the work order file).
Close again with the service code of Ordered Parts
The order will appear on the inspection report because the QA category is 4 (First closing on the work order file)
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 3r: (top)
How do I process an 'Equipment in Storage' PM (1428/1703)?
Resolution:
When processing an inspection and you determine the unit is in storage -or- you are going to move the unit to storage, you may:
Close the PM with the Administrative Service Code 1428 'Moved To Storage'.
This action will change Work Order from the PM QA Category to an Administrative QA Category.
Or, you may opt to use Service Code of 1703 'Equipment in Storage during PM (Not Life Support)'.
This is for customers who want the total inspections generated at the beginning of the month to match those at the end of the month.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 4a:
(top)
Internet Explorer always asks me to save passwords. How do I turn that off?
Resolution:
See Internet Explorer / Firefox etc. settings (Browser/Platforms) section of this manual.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 4b:
(top)
Internet Explorer does not refresh properly.
Resolution:
See Internet Explorer / Firefox etc. settings (Browser/Platforms) section of this manual.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 4c:
(top)
IE8 embeds an attachment in the email rather than keeping it as an attachment.
Resolution:
In "OUTLOOK" go to Tools > Options > Mail Tab format > In the field 'Compose in this message format:' select 'Plain Text' from the drop down menu.
Outlook will now send HTML pages as an attachment rather than embedding into your email message.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 4d:
(top)
Can I make the text size bigger?
Resolution:
Depending on your version of Internet Explorer there are different ways you can make the text size bigger
- Text Size: On the Internet Explorer toolbar select View > Text Size > Select the text size from the drop down menu.
Note: When printing work orders / reports, set the text size that best fits - Remember to set back when finished.
- IE Zoom function: In the lower right hand corner of your screen there is a magnifying glass icon, select that icon to adjust everything on the screen size.
- This can also be set on the Internet Explorer toolbar select View > Zoom.
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 5a:
(top)
What is the minimum information needed when entering a file?
Resolution:
Equipment:
Control#
Classification
Cost Center
Department
Mfg:
Model:
Serial:
Location: - Location is nice but isn't required when entering equipment; it is required when entering a service request
Class:
Class Key
Trade: - Right hand side of screen.
Life Support:
Checks:
Trade:
Interval:
Most other lookup files:
Key:
Name or Description:
----------------------------------------------------------------------------------------------------------------------------------------------------------------
Issue 5b:
(top)
What does the tilde (~) sign mean? When do inactive (deleted) records appear and why?
Resolution:
The tilde (~) sign means the record has been inactivated (deleted)
Generally....
- When entering new equipment, inactive records will appear at the bottom of the drop-down menu.
They are prefixed with the tilde (~) sign.
- When closing a work order, inactive records will not appear in the drop down lists.
- Inactive records will show up on drop-down lists when you are searching for data (i.e. any of the Find Screens)
or when running reports. Again, you will see the tilde sign. They appear because they may have been used on old service history.
- Inactive records should not show up on excel sheets, directories or reports.
- Please verify if the 'Show Active Only' check box is checked when searching for files.
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Issue 5c: (top)
The system allows for automatic entry of some fields, what are they?
Resolution:
- See FAQ 7d 'How do I get an employee to appear in a work order automatically?'.
- See Request Codes section of this manual.
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Issue 5d: (top)
When logging into mPro3 I get a message 'This is an unlicensed install. This web site may not be used commercially etc. Why does this occur?
Resolution:
This happens when the www. is not included in the web address.
Either way this is not a problem.
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Issue 5e: (top)
How do I delete/inactivate a record/file?
Resolution:
See Inactivate (Delete)/Activate (Recall) a record section in this manual for details.
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Issue 6a:
(top)
The 'format' of my printed report is not correct.
Resolution:
- Printing reports - Initial setup
Once the report is created and appears in the Internet Explorer window, set the following parameters.
Path: File > Page Setup (This is on the Internet Explorer window)
- Clear the header/footer
- Verify Margins are 1/2" or less
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Issue 6b:
(top)
I can't find my report on the screen.
Resolution:
- If you click the report link and the report does not show this is probably because the report screen is already in a window below what you are
looking at. Look for that other window. You may need to refresh to get your report.
- Report Screens - Required fields are noted by Bold, Green Letters.
- Ranges on reports - You must fill in the start and end range except for the Equipment and Repair Screens.
The date range defaults to 30days before and after 'Todays' date (for a total of 60 days).
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Issue 6c:
(top)
Counts in my Monthly Report do not appear to be accurate.
Resolution:
Counts are based on the first closing.
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Issue 6d:
(top)
Can I modify a template?
Resolution:
No, you will need to delete it and create it again. In a future version we plan to offer that option.
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Issue 6e:
(top)
I would like a list of Service Codes and Request Codes to give my technicians.
Resolution:
- Go to Lists > Directories > select the file Request or Service_Code and print the listing/s. You may want to use the Excel file and put borders.
- For specific information about Service Codes - Go to the 'Service Codes' section of this manual.
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Issue 6f:
(top)
Monthly Report: COULDN'T FIND (TOTAL) section - How is the count determined?
Resolution:
The Monthly Report count for 'Couldn't Find Total' is determined on if the work order is Open or Not Open.
There are different ways to look at the scenario of keeping the inspections open or not open with a code of 1700 utilizing the Flag of F034. The decision is based on your in-house policy.
"Flag F034 if close with 1662,1700, 1701, 1708 keep inspt. open. See F113 for 2nd and subsequent closings override 1st closing; is located in the setup file.
Scenario 1
Flag is Active:
When a closing has QA code 7 and service code 1700 the Inspection must have a 'Date Completed' to appear on the Monthly Report.
The Inspection is kept open, and appears in the Open Orders Reports & Inspections Attempted Report. The work order will not appear on the Monthly Report until it has a status of Closed with a Date Completed.
Note: The inspectors look for 100% completion on Life Safety and 95% on the balance.
Scenario 2
Flag is INactive:
When a closing with QA code 7 and service code 1700 is processed, the closing will appear on the Monthly Report. The work order will have the Status of Closed and a Closing Date.
At this time, it is the sites choice on how they wish to proceed.
Site can:
- Keep the hard copy of the PM with the technician until the equipment is found. Then close the PM with the appropriate QA category and Service Codes when the unit is found.
- Keep a manual log of the inspections.
- Open a separate work order to follow-up.
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Issue 7a:
(top)
I closed my work order and I forgot to add an attachment, I have an incorrect vendor, I entered an incorrect close date, or other closing data.
Resolution:
First we need to find if the order has been posted.
To find if an order has been posted, go to 'Closings and Post', then follow the instructions below.
- WORK ORDER IS POSTED:
- If the record has one or two closing histories unclose the order and re-enter the histories. See the 'Unclose Work Order ' section in this manual for details.
- If the record has more than two closing histories contact Mayer Computer Services for direction.
- WORK ORDER IS NOT POSTED:
- If the record 'HAS NOT' been posted go to ‘Closings and Post’ and modify the closing.
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Issue 7b:
(top)
An employee has left the company and has outstanding work orders how do I reassign the work orders and delete the employee?
Resolution:
- Use the 'Open Orders' menu option to determine what work orders are currently open.
- Reassign the work orders in the 'Open Orders' menu option - Select both PMs and Repair radio buttons.
- Or - use 'Assign Inspections'
- Or - mPro3 staff can run a script to reassign employees - useful when you have several records to change.
Note: Recheck all orders have been reassigned via the Open Orders option. Use a big date range.
- If equipment is assigned to the employee that has left the company, you may use the 'Reassign Equipment' menu option in the utilities menu to reassign the equipment to another employee.
Note: Reassign Areas if applicable.
- Delete the user in the User file and in the Employee file.
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Issue 7c:
(top)
How do I verify a work order has been closed?
Resolution:
Go to Repair on the Quick Link header menu (on the top of the screen). > Enter your order number and click find (This will take you to the 'Select' screen). > Look at the
'Date Completed' column. If a date appears, this is the date the work order was closed.
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Issue 7d: (top)
How do I get an employee to appear in a work order automatically?
Resolution:
Biomed generally uses this function.
When creating a work order with a Control Number:
1. If the Equipment file (control number) has an employee defined, the system will take the first employee in the list.
When creating a work order for an Area:
1. Employee will come from the Area file.
2. If the flag F024 is set, the employee will come from the Cost Center/Department file.
(F024 - Take employee from cost center when adding a new work order for an area)
Note: There is another setup flag (F072) - Setup to utilize this key is intensive, if interested call Mayer Computer Services.
(F072 Advance next employee by trade when adding repair request)
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Issue 7e: (top)
What is the procedure for closing a work order with two technicians?
Resolution:
Scenario: Work order is assigned to a technician (assigned tech.) and another technician assists.
When the assisting technician goes to close the work order they should:
Enter their work as usual when closing.
If the Work Order is Open (so the order will keep the assigned technicians name on it)they should make an additional closing with:
the assigned technicians name
the referral service code (usually code 87)
time of 1 minute
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Issue 7f: (top)
How do I delete/Inactivate a Work Order or range of Work Orders?
Resolution:
See Inactivate (Delete)/Activate (Recall) a record section in this manual for details.
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Issue 7g: (top)
How do I print a batch, or single 'Completed' inspection or repair form(s)?
Resolution:
Batch - Inspection Closed Order forms:
Go to: Inspections > Print Inspection Forms > Define Order number or other criteria > Check mark the 'Print Completed Order Check box > Click Create Forms push-button
Batch - Repair Closed Order forms:
Go to: Repairs > Print Repairs > Define Order number or other criteria > Select the Print your choice radio button > Check mark the Print completed order forms check box
To print a single Closed Order form:
Click Repair on the Quick Link, header menu > Enter your work order number and click enter > click the + Edit to select the work order > To the left of the Print push-button in the upper left hand corner there is a drop down menu - Click the down arrow on that menu and select Closed Order Form > Click the Print push-button > A pop-up window will appear this is the closed order form.
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Issue 7h: (top)
How do we track LIFE SAFETY on work orders and how can we flag them for new Work Orders?
Resolution:
In the Class file there is a field called 'Class Type' one of the definitions is LS (Life Safety):
When you create a Life Safety work order on Equipment:
The Work Order will automatically insert 'LS' in the 'Class Type' box.
When you create a Life Safety work order on an Area:
You will have to Manually insert 'LS' in the 'Class type' box.
No area 'Class' should be marked as life safety.
See Risk Management Plan - Class Type / Function Score / Risk / Maintenance # for more details.
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Revised: 04/10/2018
Did You Know? (top)
Overview:
There are several instances in mPro3 where shortcuts are provided to make mPro3 easier to use. This section will cover some of those shortcuts.
- Drop Down Menus - Quickly navigate
- This process works in Internet Explorer versions 7 and above.
- Some databases have a large amount of data in some of the files that are presented in dropdown menus.
Example: One site has over 1800 records in their Manufacturer/Vendor Listing:
- When presented with a drop down menu and I want the entry AST (For AST Research) put your cursor in the drop down menu and enter AST QUICKLY - the system will jump to the entry AST.
- If you click the letter A and keep pressing the key, the system will scroll through all entries in the letter A.
- Defaults:
- The Find button is the default on the equipment search screen (the first screen) so there you can put in a control# and press enter. This is true of Repair as well.
- On the (show) screen, where you see all the equipment fields i.e. model#, serial#, etc, the default button is Save. This is true for these types of screens. This way you don't have to scroll to the top or bottom to save, you can just press 'enter'.
Examples: In the Equipment and Work Order files you may enter one number and press enter.
- To find just 1 control #, type it in and press enter. Otherwise both starting and ending parameter must be set.
- To find just 1 Order #, type it in and press enter, otherwise both starting and ending range must be set
- How do I use the Go or Get push-buttons?
- The Go and Get push-buttons populate the associated drop down menu.
The system will return in the pick list the closest range matching to what was entered.
Example: A
When entering a new work order, A client has over 1900 areas defined and is looking for 3NORTH.
In the 'Find Area' field enter 3 and click GO
The pick list will now be positioned in the 3xx range - You may have to scroll up or down on the drop down menu to find your entry. If there is a direct hit the system will select that area and continue onto the next screen.
Example: B
The user wants to add a control number to an existing work order
Go to the 'Repair' quick link at the top of the screen and open the work order record.
In the box to the left of the 'Get Control' push-button, enter the 'control number' and click the 'Get Control' push-button.
The drop down menu will now have the control number.
Example: C
When closing a work order, the user is ready to enter the Action, Noun, Noun fields. The Action = Change, Noun = Wheel.
In the Action field enter CHA, in the Noun enter WHE and click the Go push-button
The drop down menu will now be populated with Changed, Wheel.
- Quick Find, when in the Show Screen of Equipment file (or major files)
- When in the Show Screen of these files, in the upper left hand corner of the screen there is a box, directly toward the right is a Find push-button. Put another control number in that box and click the Find push-button, the system will now show that record.
Note: Make sure to click the find push-button, not the enter key.
- Equipment file 'See Select and Show' check box:
- When in the equipment file Find Screen, the user may select the check box 'See Select and Show'. Click the find push-button and a split screen appears with the Select and Show screens appearing. You may select the +/Edit to select another record.
- Add Print Parameters check box appears in several reports
- When printing a report sometimes it is helpful if what criteria used to create it. Print parameters lists the creation criteria at the bottom of the report. Try it with Repair Reports.
- Copy and paste
- You can copy and paste any text that appears on the screen
- Using the mouse - Block the text, Right click copy - Right click paste
- Using the keyboard - Block the text, Ctrl+C (copy), Ctrl+V (paste)
- Internet Explorer Find command
The Internet Explorer Find command can be very useful:
Example A - I want to find 'Change Password' in the menus. (Not available in rev2)
- Starting from the main mPro3 screen
- In the lower left hand corner of screen click the text 'Expand All'
- On the Internet Explorer toolbar - Click Edit > Select 'Find on this Page' > in the Find dialog box enter the word Password and press the 'Enter key'. Continue pressing the enter key to see any other instances of the word.
Note 1: Click on the menu item when you have found the one you want.
Note 2: Click Collapse All - to return the menus to their unexpanded view.
Example B - I want to find the 'Reference' field on the equipment show screen.
- Go to Equipment enter a control number and press enter
- Click the +/edit on the select screen
- You are now at the Equipment show screen (showing all the data in the record).
- On the Internet Explorer toolbar - Click Edit > Select 'Find on this Page' > in the Find dialog box enter the word Reference and press the 'Enter key'.
Note: Shortcut is Ctrl+F
- Internet Explorer will highlight the 1st instance of the word reference (Drawing Reference)
- Press enter again and the next instance of the word is highlighted, continue using the enter key and the find will continue in a looping sequence.
Note: Click the menu item when you find the one you want.
- Send a report via E-mail
mPro3 can automatically open your email and insert the attachment.
- Open your email and minimize the window.
- Create your report in mPro3.
- On the Internet Explorer window (of the report) click File > Send > Page by Email.
- A new email message will automatically open with the report as an attachment. Enter the recipient's name and click send.
- Gain page loading speed when closing work orders
- If you uncheck the 'Show Service Code List' check box in 'Close Orders', the page loads faster.
- This is because the Service code file is no longer loaded with the page.
- This should not be an issue since you can enter the service code or piece of text in the Action, Noun A, Noun B and click the Go push button.
- The system will automatically load the entry into the list.
- View/Edit multiple Equipment records at one time
This function is used when a user has to view and/or edit multiple 'Like type' Equipment records at the same time. It shows an abbreviated form of the Equipment ‘Select Screen' on the top and the ‘Show Screen' on the bottom portion of the screen.
- Go to the Equipment File.
- On the equipment 'Find' screen, check mark the box titled 'SEE SELECT AND SHOW'.
- Enter your search criteria and click find.
- Click the +/Edit to view another equipment record.
Revised: 04/10/2018
Reports Frequency/Objective - Quick Review (top)
Overview:
This section will cover suggested reports, objective and frequency. See the specific report in this manual for further details.
- Area Inspection Load Report
Frequency: Annual
Objective: Aids in rescheduling Area Inspections to balance out the work load over the year. Provides management a summary view of work hours required to perform PMs for a given time frame.
- Employee Accountability Report and/or Employee Statistics (See below)
Frequency: Monthly - Around the 15th run the Last Months Employee Accountability Report
Objective: Review summary of employee/trade of closed work orders, time charged etc.
- Employee Statistics Report:
Frequency: Monthly
Objective: Review Charged Hours, Work Hours and Work Order statistics for a given month.
- Equipment Inspection Load Report
Frequency: Annual
Objective: Provides management a summary view of work hours required to perform PMs for a given time frame. Aids in rescheduling
Equipment Inspections to balance out the work load over the year.
- Equipment to be archived
Frequency: Monthly (Biomed)
Objective: Automatically inactivate equipment with service code closings containing 1429 or 1649.
Note: Reports work orders closed with service codes 1429 (Removed from Inventory/QA=1) or 1649 (Archive/QA=6).
- Inspection Aging Report
Frequency: Monthly (Engineering)
Objective: Summary of work orders that are open over a specified period of time as defined in the parameters
Example: Today is January. If I set my parameters as 30, 60 and 90 the report will show work orders that are over 30, 60 and 90 days old.
- Inspections Attempted (Equipment to be Archived - See below)
Frequency: Monthly (Biomed) - Generally run for 3 months back. Example: it is May 1st, run for February.
Objective: Shows where a technician went to do the inspection but could not find the equipment.
Note: Reports work orders closed with QA Category 7 (Incomplete Inspection)
- Inspection Quality Assurance Report / by Hours
Frequency: Quarterly by Class (By Hours)
Objective: Reports types of equipment that may be breaking down or end users need training on.
Frequency: Quarterly by Department (By Hours)
Objective: Shows which department(s) use up your time.
- Inspection Report (Open Inspections):
Frequency: Run 'High Risk' on the 3rd week of the month - On Monday (On the 15th)
Objective: You need to have 100% done by the end of the month to reach compliance, time is a factor.
Frequency: Run all other Risks on the 4th week of the month (On Monday)
Objective: Check your closure rate to meet compliance
- Missed Inspections
Frequency: Annual
Objective: Reports what inspections should have been done but were not, a final check.
- Monthly Report / Safety Report
Frequency: Monthly - Run on the 1st or 2nd week of the month (On the Monday)
Objective: Verify staff is meeting PM closure rate to meet compliance with your Risk and Utility management plans.
Review your 'Risk and Utility Management Plan' documents.
- Run report for Risk 1 - According to your plans you may need to be 100%
- Run report for Risk 2/3 - According to your plans you may need to be 95% completed.
- Run report for any other risks you have, and again check your plans.
- Repair Quality Assurance Report / by Hours
Frequency: Quarterly by Trade (By Hours)
Objective: Shows the number of completed repairs and completion percentage within a specified period by trade.
Frequency: Quarterly by Employee (By Hours)
Objective: Shows the number of completed repairs and completion percentage within a specified period by employee.
- Repair Report (Open Order Report):
Frequency: Weekly
Objective: Review what work orders are getting old.
- Repair Turnaround
Frequency: Quarterly by Trade
Objective: Shows the number of completed repairs and completion percentage within a specified period by trade.
Frequency: Quarterly by Employee
Objective: Shows the number of completed repairs and completion percentage within a specified period by employee.
- Repeat Repair
Frequency: Annual
Objective: Shows specific equipment that may need replacement, end user training or repair staff training.
- What equipment is due for PM
Frequency: Monthly (Biomed)
Objective: Lists equipment that is due to be inspected in the future. It may be used to notify Managers to have equipment available
for inspection.
Revised: 09/25/2012
Users Manual Revision Date: 09/22/2021
End of Document
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