Basic System. Tutorial Guide API PRO. Open.7

Transcription

1 Tutorial Guide API PRO Basic System Open.7 The Basic system, or module 2.1 is the backbone in API PRO and it is an absolute pre-condition to run any of the other modules in API PRO that the basic system is installed. In the basic system you will find most of the basic data tables, e.g. maintenance objects, spare parts, suppliers, accounts etc. It is in this module that you build your Plant structure and the unique information searching with information relations between the different tables. How to build your basic data and the structure of the plant is maybe the most important decision your organization will take regarding the use of API PRO. Therefore it is most important really to evaluate your structure before entering it into and start using the system. The structure you choose will have effect on the use of all other functionality in the system. It is possible to change a bad structure though, but even if it is easier to carry through the change with help of module 3.15 the Import module, it still requires a lot of time and resources. Included in the Basic system is some special functions for information searching where the Plant structure searching is the most comprehensive, but also most of the basic tables. Note that all of the basic tables are not included in the basic system, some of them are included in other modules. E.g. work supplier, work instructions etc. are included in module 2.2 the Maintenance module. It is also important that your organization takes the right decision regarding numbering and categorization of basic data. It is of great importance for your possibilities to search information in the future. We recommend that you use help from API Maintenance Systems to succeed in designing your plant documentation. The Basic system is fully integrated with the rest of the API PRO modules, or you can say that the other modules are fully integrated with the Basic system. Also all basic tables in the Basic system are fully integrated. Just by entering your Plant structure your organization will receive the first benefit of API PRO to find the right information and to find it fast. Tutorial Guide API PRO Basic

2 The Basic system is the foundation in your API PRO system and by that it is important that the information is as correct as possible. That is why it is also essential that the system administrator gives the right user permissions as soon as possible. This is to avoid that non-approved data is entered in the system or that registered and correct data is deleted or altered. It is also important that unauthorized personnel cannot enter or delete in the system no matter whether it is made by mistake or not. Getting too much wrong data in the system is almost worse than if data is missing. The tutorial guide includes the following parts. For more detailed information, please read the API PRO Reference guides. 1 BASIC TABLES POSITIONS MAINTENANCE OBJECTS (MO) TECHNICAL ID S COUNTERS SPARE PARTS TECHNICAL DATA UNIT GROUPS AND CODES SUPPLIERS CURRENCY ACCOUNTS (COST CENTRES) COST TYPE COST PURPOSE BASIC DATA FOR MAINTENANCE SUMMARY OF MOST IMPORTANT BASIC DATA TABLES INFORMATION SEARCHING TOOLS PLANT EXPLORER SUPPLY STRUCTURE SPARE PART SEARCHING TECHNICAL DATA SEARCHING FINANCIAL REPORTING FINANCIAL TRANSACTION REPORT BUDGET/COST ANALYSIS BUDGET AND BALANCE REPORT /API Maintenance Systems TG API PRO 2012 Basic - Finished.docx Page 2 of 23

3 1 Basic Tables You enter the basic information you need in order to use API PRO under the Plant documentation & Stock menu. This is where you enter your positions (POS) and maintenance objects (MO) and create your spare part table. On the following pages we will look through the most important basic tables. 1.1 Positions A position can be the whole company, a department or a production line. The system requires at least one position. When you enter a position you must have in mind that you cannot make a work order feedback on a position. NB! The position structure must be continuous. A position can only be related to a position (a position can never be related to a maintenance object). Enter Position key and name, Root key and Account key. You can also enter Position code and/or group if you have categorized the positions. Priority will be the default priority on work orders entered on MO s below this position (if there is no other priority on a sub level). If you want to connect more MO s to the position you have to set the value in the field More Sub MO s to Yes. NB! In the next section you will relate MO s to the positions. If you enter an account on a position you do not have to enter the account on the MO. The system will search for (inherit) the account from Positions or MO s upwards in the structure. TG API PRO 2012 Basic - Finished.docx Page 3 of 23

4 To the Position you can relate/view Documents (Add-on module), History, Technical data and the Moved to log that will view information regarding which, when and from/to where MO s have been moved from/to this position. If module 2.3 Work order is installed, you can also receive information regarding MTTS/MTBF calculations by pressing this button. There is also a feature inactivating a position (or a MO). Setting the field Passive to Yes does this. Every position and MO below will be inactivated, perhaps due to a temporarily shutdown. This will also affect all existing work orders which will get a job status code of passive (PAS), which means that they will not be visible in the WO Accumulation and Surveys. 1.2 Maintenance Objects (MO) In this program you create and search for information about your Maintenance objects. Enter Maintenance Object key. The key you choose must be unique. You must also enter where the MO is situated in the structure. Adding a MO root key means that you relate this MO to another MO. You can also relate the MO to a Position key (see previous section). The third possibility is that the MO is a repairable item on Stock (and can be moved to be mounted on a machine). To be able to put the MO on stock it has to be entered as a Spare part with a Type number and in the Stock control table (requires that module 2.4 Stock control is installed). Observe that you can only enter one of the fields Pos., MO.root or Stock. These fields state the equipment s physical location and an object cannot be situated in more than one location at the same time. TG API PRO 2012 Basic - Finished.docx Page 4 of 23

5 Enter the designation of type or model in the field Technical id no. The MO name can be the same for different machines of the same model and in the field Supplier key you enter the supplier. You can also enter MO code and/or group if you have categorized the maintenance objects. You do not have to enter anything in the field Account key if you have entered that information on the Position or the MO root. The system inherits the Account from the above levels in the structure. The tab Extra info contains more information fields where you can enter data. The most important of these is the expiry date. The field relates to the warranty time and will give you a warning if you plan or order jobs on a MO before this date is due. By pressing the Spares button, you can enter the MO s spare part list (provided spares have been entered in the system). When there is a spare part list, you can view any information about the spare parts in the list, e.g. related suppliers, prices, stock information, documents etc. The Document button takes you to the document list where you can enter the documents which belong to the MO. (requires that add-on module 3.4 Document is installed). The Tech.data button gives you access to technical data for your MO. It can look like on the screen capture below (see later chapter for how to enter technical data). The buttons Supplies and Supplied by refers to the supply structure. You can relate different MO s in a structure parallel to the Plant structure. The button Supplies views the MO s that are supplied by the current MO and Supplied by views the MO s that supplies the current MO. It can for instance be different machines that supply different mediums like hydraulic fluid, compressed air etc. TG API PRO 2012 Basic - Finished.docx Page 5 of 23

6 The picture below illustrates all major information you can relate to a maintenance object. Please read the API PRO reference documentation regarding other options and buttons that are available from the maintenance object entry screen. 1.3 Technical Id s This is where you create a table of different Technical Id s you can relate to different MO s. TG API PRO 2012 Basic - Finished.docx Page 6 of 23

7 Create a unique Technical id key that you can relate to one or more MO s. Enter the Supplier, MO code key and MO group key, Type number and Manufacturer if needed. If you press the Included in button you are able to see the MO s related to the current Technical id. The idea of entering more information than just the ID key is that the system will suggest this information as default when you enter a new MO and relate it with this Technical id. The big advantage you get when using Technical Id s appears if you have more than one equipment of the same type. If that is the case you will only have to enter information like spare parts list, technical data and documents once and all related MO s receive the same information. The information that is unique on each MO can still be entered via the MO key. 1.4 Counters The counters you want to use in the system can be created in the Counter program. A counter can be an hour counter, level counter etc. The counters are used to activate Rounds and Work orders (see module 2.2 and 2.3). 1.5 Spare Parts This is where you create your spare parts. Every spare must have a unique spare part key (type number). You can use numbers or letters or mix numbers and letters as spare part key. TG API PRO 2012 Basic - Finished.docx Page 7 of 23

8 Observe that the spare part table is an informational table only. When a spare part is entered in the system it is only an information that the spare part exists with that key. You can connect it to a MO and see who the supplier is but there is no stock control data related to it. Module 2.4 Stock is required for that purpose. You enter a name or description for the spare part in the Name field. Name 2 is a secondary description if you like. Note that name 2 is searchable in the spare part table, but not in all other related tables. The field Supplier key is the main supplier that you use for this spare. The Cost type entered on a spare is used as debit cost type for consumption. You can assign another cost type related to stock used for purchases to stock. There are three alternatives to assign a Cost type key to the spare part: I. Enter a cost type on every spare part. II. Enter the cost type on the SP group it belongs to. III. Enter a default value for all spare parts in the system. If you choose alternative 3 it requires that all spare parts have the same cost type and that the cost type is entered in the system configuration. The easiest way if you have different Cost types on your spare parts is alternative 2. Then you only have to edit the groups if your financial plan is changed instead of changing on every spare part record. When you create a spare part you can add a SP code and a SP group. One advantage with this is that you get more search criteria when you are searching for a spare part. In the field Extra SP info, you have the possibility to add extra information you can search on. Unit is suggested by the system as the reference unit from the system configuration. You can change the unit to the correct unit for the spare part you are entering. Purchase price with the Profit rate (in percent, %) calculates the Sales price which is the prices used for withdrawals from the warehouse, depending on the configuration of you system (contact your system administration if you need to know more about prices). To get a spare part automatically related to a MO s spare part list you must set the value in the field Auto update to Yes. There are also possibilities to create a spare part list for a spare part by the Spares button, put the spare part on one or several stocks by the Stock button (requires module 2.4 Stock control) and by the Suppliers button you can enter the suppliers spare part no. and name. It is also possible to enter alternative suppliers. The Technical data button gives you access to add and view technical data for the spare (see next section). The Document, Purchase and Agreement buttons relates to other modules. Please read the API PRO reference documentation to learn more about this. TG API PRO 2012 Basic - Finished.docx Page 8 of 23

9 1.6 Technical Data This is where you create the technical data templates you can connect later to a Position, MO, spare part or a technical id. You start with entering a header, e.g. an electric motor. The next step is to enter the parameters you want the template to have i.e. number of revolutions, power and effect. If you choose to have a Numeric parameter you have to enter a Unit, the system suggests a numeric format you can change if you want. When you have entered all the parameters you need, you relate them to your header by clicking the button Sub levels. You can add as many parameter records as you like. The parameters you create can be reused in any template. You do not have to create a new parameter for every template if it is the same as a previously used one. By pressing the Included in button you can see to which objects the templates are connected. To connect your templates to a MO., Position or a spare part you must go to each program to make the connection and enter the values for your parameters. TG API PRO 2012 Basic - Finished.docx Page 9 of 23

10 1.7 Unit You must enter all units you want to use in the system. A unit can for instance be h for hours. You can also restrict the use of a unit. N.B! The unit records are the only records in API PRO, which separates lower and upper case letters. Be strict on user permissions to avoid that double units are entered into the system. 1.8 Groups and Codes Under the menus Spare part group and code, MO group and code, Pos. group and code, you categorize and group spare parts, MO s. and Positions in order to obtain additional dimensions for searching and follow up. Be advised to evaluate thoroughly which groupings you need before you take your decision. The use of the system will differ depending on how intelligent you have been on deciding your codes and groups. Which groups and codes you use depends on every individual organization s needs and requirements. Therefore it is impossible to give any general recommendations. 1.9 Suppliers Suppliers, which you can relate to the MO s and Spare parts, are entered in the Supplier program. Data in the supplier table is also an absolute condition to be able to use the module 2.5 Purchase. All suppliers must have a unique Supplier key. It is possible to use the supplier no. of course, but we recommend that you use a short name as the key. This will give you a quicker work flow when using the system. TG API PRO 2012 Basic - Finished.docx Page 10 of 23

11 Enter the Supplier name and Supplier no. You do not have to enter the currency if the supplier uses the same as the system default primary currency. In this case the system will automatically relate the primary system currency. The address entered on the Main tab is the order address. You can enter the supplier s payment address on the Payment tab. If you do not enter a payment address, the system applies the address from the main tab. N.B! The Supplier table is the basis for the purchase order. It is essential that the address is correct, but the more information entered on the supplier the less has to be entered when you create a purchase order. The button Purchase views all active purchase orders; this is if you use the Purchase module. You can also see which spare parts this supplier has supplied if you press the Spares button. Global chg provides you with the possibility to change supplier for a sequence of spares. There are several options like for instance change of main supplier, keep the old supplier etc. Under the Condition tab you can enter shipment, delivery and payment conditions. The performance tab will give you information about the supplier performance. This requires that you use the purchase system. Please read the API PRO reference documentation for more details regarding this. TG API PRO 2012 Basic - Finished.docx Page 11 of 23

12 1.10 Currency The currency program contains the currency you are planning to use in the system. Assign a three character abbreviation for the currency, e.g. GBP for English pounds, SEK for Swedish crowns, SGD for Singapore dollars etc. Please have in mind that the currencies must be updated frequently Accounts (Cost Centres) The Account is the cost parameter which is going to pay for a transaction. The account dimension is also often called cost centre. Every account must have a unique Account key. You have the possibility to prepare a budget and state whether this account should be a budget account or not. TG API PRO 2012 Basic - Finished.docx Page 12 of 23

13 The opposite of a budget account is a balance account; if the check box is not marked the account will be treated as a balance account in the next follow up. The responsible must be an existing user in the system and the Responsible field has a relation to the Approval system and that is also the purpose of the max. amount for Purchase order (PO) and Work order (WO). You can also relate a VAT (Value Added Tax) directly to an account depending on how the system is configured. Under the Status tab there are some statistics but also an important field called Expiry date. If you enter a date before today s date, it will not be possible to use the account on transactions anymore. In the Address tab you can state different delivery and invoice addresses for different accounts if you organization requires that Cost Type The cost type is the account dimension that specifies what kind of a cost/transaction it is. It is used in bookkeeping to financially group different transactions. It can mean e.g. safety equipment, electronics, mechanical equipment, lubricants, transportation costs, staff costs etc. The cost type is used for both spare parts and work suppliers. As for account, you can also connect different VAT s to a Cost type depending on how the system is configured Cost Purpose The cost purpose is the third account dimension specifying the reason for the cost, e.g. installation, redesign, running maintenance, service/overhaul etc. This dimension is only used with consumption transactions. TG API PRO 2012 Basic - Finished.docx Page 13 of 23

14 1.14 Basic Data for Maintenance Under the menu Basic data for maintenance you create all the basic data related to API PRO maintenance procedures. These tables belong to module 2.2 Maintenance and 2.3 Inspection rounds and will not be a part of this guide. The tables are: Work supplier Work instruction Instrument Templates for inspection Inspection code Job code Error codes (3 tables) Job status codes These tables are designed in the same way as the other tables and many of them are sub tables, i.e. they are tables supporting a main table e.g. to group the main records. It is more critical to manage the Work supplier table accurately, as the data in this table have effect on the accounting in work supplier transactions Summary of most important basic data tables As a summary the picture below presents the most important objects used as basic data in API PRO. TG API PRO 2012 Basic - Finished.docx Page 14 of 23

15 2 Information Searching tools You can of course search information with the help of the powerful filtering and sorting tools which are part of all the modules. There are however programs, specially designed for information searching. Those programs are described in this section. 2.1 Plant Explorer The graphical Plant explorer is the kernel in API PRO for those who need to find information. This is where you can see how the structure is built up while you are browsing around. The structure is built by using windows standard features. Simply add new positions or MO s by clicking on the right mouse button. The related information such as spare part list, documents/drawings, work orders, history, technical data, supplier information is available by clicking on the related colour cell. (Select Colour legend in the options menu for explanation). You can also use the right mouse button to access related information, and via the right button you will also have possibility to order a job (requires that module 3.2 Job ordering is installed). The filter possibilities are available via the two buttons with magnifier. One button for searching on positions and one for searching on MO s. The search/filter result is presented directly in the plant explorer s right frame. When selecting an object in the result window, the tree in the left frame will reposition and show where the selected object is located. TG API PRO 2012 Basic - Finished.docx Page 15 of 23

16 This means that you very easily can find where in the plant an object is located, even if you just know the object key. The spare part list for the selected object is opened when you double click on the green colour cell. There is more information available in the spare part list. Please observe that all the list layouts like the spare part list shown above can be re-designed by the user: By using the mouse, drag and drop the columns with the information most relevant to you into the visible part of the windows frame. In the file menu: Select save design. In the spare part list shown the columns showing stock control information have been dropped in the visible area of the list. Be aware of that most lists can be made very much more informative if you use a little time on designing them to your personal needs. The Stock button shows the stock information including stock balances and location. Detailed information about supplier spare part data is available via the Supplier button. TG API PRO 2012 Basic - Finished.docx Page 16 of 23

17 The Spares button indicates if the spare has sub spares and there is also buttons for other information such as Included in, Documents and Purchase. The History views all existing transactions including both the selected spare and the selected MO. If you just want to see the basic spare part information, simply press the magnifier button. Going back to the plant structure screen, the light blue cell Documents (add-on module), you can see the documents, which have been related to the MO and if you have a viewing program, you can view and print the actual drawing. It does not have to be a drawing it can just as well be an instruction in Acrobat reader format, an Excel sheet or a Word document. Points (red cell) refer to check points. It is a relation to the rounds on the present MO. You can see present and historic information for the check points. By Work orders (purple cell) (requires module 2.2 Work order) you get a browser where you can see all active (planned and started) work orders on the MO. Directly in the browser you can see a lot of information like starting date, object, actions and whether it is a preventive, planned or unplanned work order. The History (yellow cell) presents a browser with similar information as for the work order button, but for finished work orders. The browser contains a lot of information which you can filter and sort. In both work order and the history browser you can use the magnifier button to view the planned work order or the work order history program where you will have access to any information you are permitted to. In the history browser, you can use the report button to get a complete report for a specific historical work order, including information about who did it, how long time it took, which spares were replaced etc. TG API PRO 2012 Basic - Finished.docx Page 17 of 23

18 2.2 Supply Structure There are two more colour cells in the plant explorer. Lilac indicates that this object supplies other objects and the olive colour indicates that this object is supplied by other objects. Just click on the cell to receive related information (or add new supply information). 2.3 Spare Part Searching The spare part searching is a special program that gathers the five different browsers related to spare parts. This means that you can search for spare parts in five different ways. N.B! This is the only function where you can search on all suppliers spare part key and name. This is done by choosing Spare supplier data and not entering any spare part key. Spare part list Search for all spare parts existing in the system. You can search on Spare part key, name, main supplier etc. This is the main spare part browser. TG API PRO 2012 Basic - Finished.docx Page 18 of 23

19 Spare supplier data Search on the supplier spare part key and name etc. This is the same as using the spare part/supplier combination browser. An important difference is that you can search on all spare part/supplier combination records. To do this you should not state any spare part key, just leave the field blank. Spare manufacturer data Search on the manufacturer spare part key and name, etc. This is the same as using the spare part/manufacturer combination browser. An important difference is that you can search on all spare part/manufacturer combination records. To do this you should not state any spare part key, just leave the field blank. Stock control data Search for spare parts on a warehouse (stock). Enter which store (stock key) on which you want to search, or do not enter any store and you can search in all stores (stocks) at once. You can search on spare part key, name, stock, location etc. This is the same as using the stock control browser (requires module 2.4 Stock control). One Supplier Select a supplier you want to search on and you will receive all the spare parts this supplier is entered for. This is the same as using the Spare part button from the supplier program. 2.4 Technical Data Searching To be able to search for technical data you first have to create a template and relate it to a Position, MO or a spare part. When you start the program Technical data searching, you first have to select on which template you want to search. Select OK and you get the search browser where you enter the search values. TG API PRO 2012 Basic - Finished.docx Page 19 of 23

20 To be able search you have to edit the lines you want to search upon. When the search is finished, you get a list containing all the objects that fulfils the criteria for your search. TG API PRO 2012 Basic - Finished.docx Page 20 of 23

21 3 Financial Reporting Under the Basic menu there is also a sub menu called Financial reporting. This includes reports, which considers costs and transactions. The reason they are here is that they are general for the system and relate to several modules. 3.1 Financial Transaction Report You can create an on-line financial report based on the system transactions. You will see all transactions independent of whether the related purchase orders or work orders are finished or not. E.g. see the current costs you have on an MO, see which costs you have on an account during a certain period or see all withdrawals from a stock during a certain period like below. 3.2 Budget/Cost Analysis You must first create a batch to be able to evaluate the budget/cost analysis. The batch you create must have a unique name. You can select on Registration date From - To and which Accounts you want to analyse. TG API PRO 2012 Basic - Finished.docx Page 21 of 23

22 Before you can make any analysis you must run the batch. When you press the Analysis button, you can see the total cost for the debit account by cost type. You can choose between different alternatives by clicking the button Perspective. If you want you can also print to an Excel sheet by clicking the Excel button. Then you will receive the present data formatted directly into a spreadsheet ready to print on for instance an overhead. It is very important that your system is configured correctly if the link to Excel shall function correctly. Please contact your system administrator regarding this. TG API PRO 2012 Basic - Finished.docx Page 22 of 23

23 3.3 Budget and Balance Report These two reports are exactly what their name says. Both reports filter and sort on account. The budget report presents a report per account of Budget amount, committed costs, used costs and budget space and the balance report gives you the balance between debit and debit costs per account. Please read the API PRO reference documentation for more detailed information regarding these reports. TG API PRO 2012 Basic - Finished.docx Page 23 of 23