Axis Portal. Preventive Maintenance User Manual. January PDF Free Download

Axis Prtal Preventive Maintenance User Manual January 2015

Lgin t yur Axis Prtal at: http://cp.axisprtal.cm Axis Prtal Supprt Call: (877) 435-7547 Email: AxisSupprt@cbre.cm Online: https://cbre.service-nw.cm/navpage.d (CBRE Emplyees nly) Axis Prtal Online Help Axis Prtal prvides help nline and can be accessed at: http://help.axisprtal.cm/tenanthandbk/tenanthandbk.aspx?type=0

Table f Cntents Abut Preventive Maintenance... 1 Setting Up Preventive Maintenance... 2 Equipment... 2 Abut Equipment... 2 The Equipment List... 3 The Equipment Details Screen... 8 Adding Equipment... 13 Editing Equipment... 15 Deactivating Equipment... 17 Reactivating Equipment... 18 Schedules... 19 Adding a Schedule... 19 Editing a Schedule... 21 Cpying a Schedule... 28 Previewing a Schedule... 30 Deactivating a Schedule... 31 Reactivating a Schedule... 33 The Gauges Tab... 34 The Attachments Tab... 39 Tasks... 41 The Task Library List... 41 The Task Details Screen... 45 Abut Task Lines... 47 Adding Tasks... 48 i

Editing Tasks... 50 Cpying Tasks... 53 Deactivating Tasks... 54 Reactivating Tasks... 55 The Schedules List... 56 Abut Emplyee Available Hurs... 60 PM Wrk Order Dispatch Optins... 61 Using Preventive Maintenance... 62 PM Wrk Order Types... 62 PM Wrk Order Lists... 64 List Cntrls, Custmizatin, and Filtering... 67 Wrk Order Details Overview... 72 Assign and Dispatch Wrk Orders... 78 Creating On Demand Wrk Orders... 81 Cmpleting PM Wrk Orders... 86 The Ntify Supervisr Flag... 89 Missing Values... 91 Finding PM Wrk Orders... 92 Cancelling PM Wrk Orders... 94 ii

Abut Preventive Maintenance When maintenance is required fr equipment, a wrk rder prvides maintenance staff with infrmatin n the required task such as where the equipment is lcated and when the task is due. When a wrk rder is dispatched, the maintenance staff can view the wrk rder n their handheld device, perfrm the necessary wrk, and send the cmpleted infrmatin back t the Preventive Maintenance (PM) wrk rder system. Get Started Nw T learn mre abut using the PM wrk rder system and hw it is used, please refer t the additinal tpics in Using Preventive Maintenance (p.64). Nt Set Up Yet? Fr assistance setting up the PM wrk rder system, including creating equipment, tasks and maintenance schedules, please refer t Setting Up Preventive Maintenance (p. 2). 1

Setting Up Preventive Maintenance Equipment Abut Equipment Equipment that users wish t schedule wrk rders fr must be added t the Equipment list. Maintenance tasks that have been added t the Task Library list can then be assciated with equipment t create schedules. Wrk rders are autmatically generated frm the schedules that are set up fr each piece f equipment. It is necessary t enter equipment befre setting up schedules. i Tasks are created independently frm schedules. When adding new equipment, enter descriptive names and/r number pieces f equipment when there are several f the same type (e.g. AHU#1, AHU#2). It is nt necessary t enter all f the infrmatin regarding the equipment at first. Only the name, system, and flr need t be added during setup; additinal infrmatin can be prvided later. 2

The Equipment List This list displays basic infrmatin abut equipment that has been entered int the PM wrk rder system. Frm this list, users can als access the Equipment Details Screen and update schedules, gauge readings, file attachments, and ther infrmatin. T access the Equipment list, lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, and click n Equipment. An verview f the varius sectins in the Equipment list are prvided belw. 3

1. Use the Prperty drp-dwn t filter the list by prperty. 2. The Filter buttn pens an interface, which allws users t chse a wide variety f filtering ptins. Filtering infrmatin is stred lcally n yur web brwser, and is remembered between sessins. The filter is autmatically reset if users change prperties using the Prperty drp-dwn list mentined in (1) abve. 4

3. The list headings are highly custmizable. All list custmizatins fr a specific user are remembered between sessins and are stred lcally n yur web brwser. Users can click n a list heading t tggle between srting the list in ascending r descending rder. Click and drag n headings t change the rder they are displayed in. Users can add r remve list headings by ding the fllwing: Click n the right side f a clumn heading (near the brder between clumn headings, as shwn in the image n the right). Mve yur muse pinter t the Clumns entry in the list t display all available clumn headings. Select the clumn headings that are preferred t be displayed and/r deselect the headings that are preferred t be hidden. 5

4. Clicking n an equipment name r duble-clicking n a rw in the list will display the Equipment Details page fr that piece f equipment. See The Equipment Details Screen (p. 8) fr additinal details. 5. At the bttm f the list is a cntrl tlbar that allws users t access several cmmnly used display features. The fllwing list cntrls are available: 6

Return t the first page f the list. G t the previus page. Manually enter a specific page t g t. G t the next page. G t the last page. Use the slider t adjust the number f recrds displayed per page. Relad the list (checks fr updates t the list since it was last laded). Reset the list display settings t default (als remves any previusly applied filters). 6. Click New Equipment t create a new entry in the Equipment list. See Adding Equipment (p. 13) fr additinal infrmatin. 7

The Equipment Details Screen The Equipment Details screen is accessed by clicking n the name f an equipment recrd in the Equipment list. The Equipment Details screen allws users t view all infrmatin related t a piece f equipment, including: Basic infrmatin such as serial number, make and mdel. Equipment lcatin. Additinal details related t the peratin f the equipment, including nline references. All maintenance schedules assciated with the equipment. A histry f all wrk rders assciated with the equipment. Gauges and gauge readings. Any ther file attachments assciated with the equipment. Basic, cmmnly referenced infrmatin is displayed as a series f virtual cards n the left side f the wrk rder details; users can edit equipment by clicking n these cards. Fr additinal details n editing this infrmatin, see Editing Equipment (p. 15). 1. The G Back buttn returns t the previus screen. 8

2. The Equipment Infrmatin card displays general infrmatin cncerning the equipment: Name, System, Make, Mdel, Asset/Tag #, Serial Number, and Warranty Expiry. 3. The Lcatin card indicates the lcatin where the equipment resides: Prperty, Building, Flr, and Suite. 4. The Details card displays additinal ntes cncerning the physical descriptin, layut, r equipment specificatins, which culd nt be cnveyed using the standard fields prvided in the Equipment Infrmatin card. 5. The References card cntains external links (hyperlinks/urls) related t the equipment, such as installatin guides r maintenance manuals. 6. The Schedules, Wrk Orders, Gauges, and Attachments tabs are detailed belw. The Schedules tab displays all scheduled tasks assciated with the equipment. 9

The Add Schedule buttn allws users t create a new wrk rder schedule. See Adding a Schedule (p. 19) fr mre details. Users can cpy a schedule between pieces f equipment n the same prperty. See Cpying a Schedule (p. 28) fr mre details. Users can use the drp-dwn menus n the right t filter the list f schedules by schedule name, r by status (Active, Inactive, All Statuses). Users can preview the wrk rders that will be generated by this schedule ver the next 12 mnths by clicking the Preview link, lcated next t the Frequency field fr the schedule's base task. See Previewing a Schedule (p. 30) fr mre details. Users can edit a schedule by clicking n the schedule. See Editing a Schedule (p. 21) fr mre details. Users can als deactivate (r reactivate previusly deactivated) schedules. Fr additinal infrmatin, see Deactivating a Schedule (p. 31) and Reactivating a Schedule (p. 33). The Wrk Orders tab displays a histry f generated wrk rders and their status. Click n an ID number t display the wrk rder's details. The Gauges tab shws cllected gauge data (if ne r mre gauges are assciated with the equipment). On the left side, click n a gauge t display its readings n the right. Hver yur muse ver the graph t view detailed infrmatin cncerning the plt lines n the graph. 10

The Shw Readings drp-dwn list allws users t select the number f recent readings t display. The Shw/Hide Marker buttn ( ) can be used t shw r hide the graph s plt pints. The Shw/Hide Label buttn ( ) can be used t shw r hide the numbers displayed n the graph line. The Graph tab at the bttm f the screen (selected by default) displays a graph f the gauge readings. The Readings tab (t the right f the Graph tab) displays a list f all gauge readings taken. Users can add, edit, r delete gauge readings; see The Gauges Tab (p. 34) fr additinal details. The Attachments tab displays a list f any files (such as MS Wrd dcuments, pictures, r PDF files). Users can view, add, and delete attachments in this interface. Fr additinal details, see The Attachments Tab (p. 39). 11

7. The Cpy and Deactivate buttns lcated at the tp-right prvide the fllwing functins: The Cpy buttn allws users t create a cpy f the equipment currently displayed. This is particularly useful when users have identical r very similar pieces f equipment t enter in the Equipment list. The Deactivate buttn can be used t indicate that the equipment is n lnger in use. Deactivatin preserves the wrk rder histry fr the equipment and prevents new wrk rders frm being generated fr it. Deactivated equipment will instead display an Activate buttn, which can be used t reactivate the equipment. Fr additinal details, see Deactivating Equipment (p. 17) and Reactivating Equipment (p. 18). 12

Adding Equipment 1. Frm the Equipment list, click New Equipment t create a new entry. 2. In the first sectin f the New Equipment windw, users can prvide the fllwing infrmatin: Equipment Name, System, Make, Mdel, Asset/Tag #, Serial Number, and Warranty Expiry. The Equipment Name and System fields are required fields; additinal infrmatin can be prvided at a later date. 3. In the next sectin, enter the lcatin where the equipment resides: Prperty, Building, Flr, and Suite. The Prperty, Building, and Flr fields are required fields. Suite lcatin (if relevant) can be prvided at a later date. 4. In the last sectin, enter any imprtant ntes cncerning the equipment in the Details field, then click Create t add the equipment. 13

The Details field is nt a required field. 5. Users are taken directly t the Equipment Details screen. The infrmatin prvided n the previus screen is lcated in editable cards t the left; users can click n any f these cards t edit them, if permitted thrugh Rle Security. The References card t the bttm-left als allws users t add references (external links/urls) t any nline resurces that may be available fr the equipment. The Schedules, Wrk Orders, Gauges, and Attachment tabs allw users t d the fllwing: Add, edit, and deactivate wrk rder schedules. View a list f cmpleted wrk rders related t the equipment. Add, edit, r view gauges and gauge readings. Add, edit, r remve file attachments assciated with the equipment (these attachments will als be appended t scheduled wrk rders). Fr a general verview f the equipment details screen, see The Equipment Details Screen (p. 8). 14

Editing Equipment Users can edit basic equipment infrmatin frm the Equipment Details screen. The Equipment Details screen is accessed by clicking n the name f an equipment recrd in the Equipment list. T edit the Equipment, Lcatin, Details, r References card: 1. Click n the desired card that needs t be updated. A ppup windw will pen, allwing users t edit the infrmatin (in the example shwn belw, the Edit Equipment References windw is shwn). 15

2. Edit the infrmatin displayed in the windw, then click Save. In the Equipment References windw, users can: Add a reference by clicking Add Reference, then filling in a descriptin fr the link (this text appears in the References card) and entering the URL that the descriptin shuld link t. Delete a reference by clicking n the assciated Delete buttn ( ). On the right side f the Equipment Details screen is a tabbed interface (Schedules, Wrk Orders, Gauges, and Attachments). Users can view r edit the fllwing infrmatin under these tabs: The Schedules tab allws users t add, edit, r delete wrk rder schedules assciated with the equipment. See the fllwing related tpics fr additinal details: Adding a Schedule (p. 19) Editing a Schedule (p. 21) Deactivating a Schedule (p. 31) The Wrk Orders tab allws users t view a list f wrk rders generated by the equipment's schedules. Users can click n a wrk rder ID t view the wrk rder's details. See Wrk Order Details Overview (p. 74) fr additinal infrmatin. Under the Gauges tab, users can add, edit, and delete gauges assciated with the equipment. Users can als view and edit gauge readings. See The Gauges Tab (p. 34) fr additinal details. The Attachments tab displays any files which have been attached t the equipment. Users can uplad, dwnlad, and delete attached files. Fr mre infrmatin, see The Attachments Tab (p. 39). Users can als Deactivate r Reactivate equipment which was previusly set t Inactive. Fr additinal details, see Deactivating Equipment (p. 17) and Reactivating Equipment (p. 18). 16

Deactivating Equipment Equipment that is n lnger in use, r is temprarily unavailable (due t extensive repairs and/r temprary remval frm the prperty), can be deactivated. Users can als reactivate equipment that was previusly deactivated.! In rder t preserve wrk rder histries, equipment cannt be deleted, nly deactivated. If equipment is replaced, create a new equipment entry n the Equipment list instead f editing the riginal equipment, as this will cause issues with the riginal equipment's wrk rder histry. Deactivated equipment will als deactivate any schedules assciated with it; wrk rders which have already been issued by these schedules will have t be manually cmpleted r cancelled. 1. Lcate the equipment that needs t be deactivated in the Equipment list. Once lcated, click n the equipment's name t view the equipment's details. 2. Frm the Equipment Details screen, click Deactivate, lcated at the tp-right crner. 3. In the cnfirmatin windw that pens, click Yes t cmplete deactivatin f the equipment. Please nte that the equipment's schedules will als be deactivated; hwever, any wrk rders already issued by these schedules will have t be manually cmpleted r cancelled. 17

Reactivating Equipment Equipment that was deactivated in errr, r was nly temprarily unavailable (due t extensive repairs and/r temprary remval frm the prperty), can be reactivated.! Reactivated equipment will still have all f their schedules set t Inactive. These schedules will need t be reactivated separately. 1. Lcate the equipment that needs t be reactivated in the Equipment list. In rder t view inactive equipment n the Equipment list, the list's filter settings will have t be set t display inactive equipment. Once lcated, click n the equipment's name t view the equipment's details. 2. Frm the Equipment Details screen, click Activate, lcated at the tp-right crner. 3. In the cnfirmatin windw that pens, click Yes t cmplete reactivatin f the equipment. Please nte that the equipment's schedules will remain inactive and need t be reactivated separately. 18

Schedules Adding a Schedule Wrk rder schedules can be added n the assciated Equipment Details screen, under the Schedules tab. If users wish t create a schedule which uses multiple tasks (a multitask schedule), users must first create the schedule using a single task as a basis (referred t as the base task), then edit the schedule and add subtasks. 1. Under the Schedules tab, click Add Schedule. 2. An Add Schedule windw will pen. In the first sectin, enter the fllwing infrmatin: The schedule name The base task that the schedule will use The estimated time t cmplete the task The pririty Wh the wrk rder will be assigned t (this is nt a required field) 3. In the next sectin, enter the fllwing scheduling infrmatin: The wrk rder Type The date and time that the next wrk rder shuld be scheduled fr The frequency (Daily, Weekly, Mnthly, Quarterly, Semiannually, Annually, Mre Optins) 19

Users can use Mre Optins t select a custm frequency, such as every 4 years, every 8 days, etc. If users select a frequency that is ne mnth r lnger, the On drp-dwn is displayed, allwing users t select the day r week f the mnth (e.g. 15th day f the mnth, 2nd Wednesday f the mnth, etc.) 4. In the last sectin, enter the fllwing ptinal wrk rder details: A wrk rder title (default is same as the schedule name). An end date, after which the schedule will stp generating wrk rders. Seasnal scheduling, where users can specify an interval f mnths in the year where the wrk rders shuld be scheduled. If this schedule is nt seasnal, leave these fields blank. Whether r nt a ntificatin shuld be sent if a wrk rder is cmpleted with missing values (checked by default). Dispatch ptins (either the prperty's default dispatch ptins, r a custm number f days in advance). Dispatch time. i If autmatic dispatching is nt enabled fr the prperty, then dispatch ptins cannt be selected (all wrk rders must be manually dispatched). T set autmatic dispatch ptins fr a prperty, see PM Wrk Order Dispatch Optins (p. 63). 5. Click Save nce finished. 20

Editing a Schedule! Changes t a schedule will nt impact previusly dispatched wrk rders, nly future wrk rders. Wrk rder schedules can be edited n the assciated Equipment Details screen, under the Schedules tab. There are several editable subsectins fr each schedule. Editing a Schedule's Base Task 1. Under the Schedules tab, lcate the schedule card that needs t be updated, then click n the tp sectin f the schedule card. 2. An Edit Schedule windw will pen. In the first sectin, users can update the fllwing infrmatin: The schedule name The base task that the schedule will use The estimated time t cmplete the task The pririty Wh the wrk rder will be assigned t (this is nt a required field) 21

3. In the next sectin, users can mdify the fllwing scheduling infrmatin: The date and time that the next wrk rder shuld be due fr cmpletin The frequency (Daily, Weekly, Mnthly, Quarterly, Semiannually, Annually, Mre Optins) Users can use Mre Optins t select a custm frequency, such as every 4 years, every 8 days, etc. If users select a frequency that is ne mnth r lnger, the On drp-dwn is displayed, allwing users t select the day r week f the mnth (e.g. 15th day f the mnth, 2nd Wednesday f the mnth, etc.) 4. In the last sectin, users can edit the fllwing ptinal wrk rder details: A wrk rder title (default is same as the schedule name). An end date, after which the schedule will stp generating wrk rders. Seasnal scheduling, where users can specify an interval f mnths in the year where the wrk rders shuld be scheduled (utside f this interval, wrk rders will nt be scheduled during the year). If this schedule is nt seasnal, leave these fields blank. Whether r nt a ntificatin shuld be sent if a wrk rder is cmpleted with missing values (checked by default). Dispatch ptins (either the prperty's default dispatch ptins, r a custm number f days in advance). Dispatch time. 22

i If autmatic dispatching is nt enabled fr the prperty, then dispatch ptins cannt be selected (all wrk rders must be manually dispatched). Users will als see additinal text in this sectin indicating that this is because autmatic dispatching is turned ff. T set autmatic dispatch ptins fr a prperty, see PM Wrk Order Dispatch Optins (p. 63). 5. Click Save nce finished. Adding r Editing Subtasks (Multitask Schedules)! Changes t subtasks will nt affect previusly dispatched wrk rders, nly future wrk rders. 1. Under the Schedules tab, lcate the schedule card that needs t be updated, then click n the Subtask sectin f the schedule card. 2. In the Assciate Tasks windw that pens, users can add, edit r remve subtasks. 23

Fr reference, the base task is listed but must be edited frm the schedule (see Editing a Schedule's Base Task, abve). 3. Users can edit existing subtasks using the drp-dwn menus. The fllwing details can be mdified: Task name: Users can select a different task t replace the current subtask. Estimated Time: The default time is aut-filled when users add r change the subtask. Frequency: It is imprtant t nte that the frequency f the subtask is based n the base task. In the example belw, the base task is perfrmed mnthly; subtasks will have a minimum mnthly frequency, s they can align with the base task's scheduling. Next Wrk Order: The next date where this subtask will be included n wrk rders generated by this schedule. The Next Wrk Order drp-dwn prvides ptins which are cmpatible with the subtask's frequency and the dispatch dates fr the base task. i A maximum f 5 tasks are permitted 4. Users can remve a subtask by clicking the assciated Delete buttn ( ). 5. T add a subtask: Click Add Task. 24

A rw is added in the assciate tasks windw, where users can select a new subtask. The same rules apply as when editing a subtask in (3) abve. 6. Click Save nce finished. Adding r Editing Items Items describe a cllectin f equipment items that must be attended t in a schedule. Each schedule can have a maximum f 99 Items. Items are useful in situatins where identical wrk is perfrmed n multiple pieces f equipment, such as fire extinguishers r fire alarms. Each item that appears in a wrk rder generated frm a PM schedule can be marked as Pass r Fail by the persn cmpleting the wrk rder. Items may be created, edited, r deleted frm within a PM schedule. Fr each item, a space is prvided t enter a descriptin, lcatin and type. When creating Items, it is recmmended that they be given meaningful names and descriptins in the fields prvided. This makes it easier fr an Engineer using a handheld device t lcate the Item and thus facilitate the prcess f cmpleting the specified task(s). 1. Under the Schedules tab, lcate the schedule card that needs t be updated, then click n the Items sectin f the schedule card. 25

2. In the Edit Scheduled Items windw, users can: Add an item by clicking Add Item, then filling in the Descriptin, Lcatin and Type fields. Edit an item by mdifying the infrmatin in the Descriptin, Lcatin and Type fields. Remve an item by clicking the assciated Delete buttn ( ). 3. Click Save nce finished. Adding r Editing Gauges in a Schedule T add a gauge t a schedule, users must first add at least ne gauge t the equipment under the Gauges tab. 1. Under the Schedules tab, lcate the schedule card that needs t be updated, then click n the Gauges sectin f the schedule card. 26

2. In the Assciate Gauges windw that pens, a list f gauges that have been defined fr the equipment under the Gauges tab are displayed. 3. Place a checkmark beside the gauges that readings shuld be taken fr n this schedule (remving a checkmark beside a gauge will remve the gauge frm the schedule). 4. Click Save. 27

Cpying a Schedule It is cmmn fr buildings t have multiple installatins f the same equipment type, either within the same building, r n anther building that resides in the same prperty. In sme cases, sme maintenance schedules are sufficiently generic that they can be applied t mre than ne type f equipment. T reduce the need fr recreating maintenance schedules fr similar r identical pieces f equipment, users can cpy ne r mre schedules frm ne piece f equipment t anther, as lng as they bth reside n the same prperty. Fllw the steps belw t cpy a schedule: 1. Lcate the schedule. Users can d this in ne f tw ways: By finding the equipment the schedule currently applies t and pening the equipment's details screen. By finding the schedule n the Schedules list and pening the equipment's Details screen. 2. Once the equipment's Details screen is pen, under the Schedules tab, click Cpy Schedule. 3. A Cpy Schedule windw will pen. Select the fllwing ptins: The name f the schedule that will be cpied. Users can select mre than ne schedule as lng as each ne is assciated with the same piece f equipment, by cntinuing t select items frm the drp-dwn menu. Users can remve a selected schedule by clicking n the X icn beside it. The building the schedule(s) will be cpied t (nly buildings n the same prperty can be selected). The Equipment that the schedule(s) will be cpied t. 28

Click Cpy t cpy the selected schedule(s). 4. Users will then be taken t the details screen f the equipment that the schedules were cpied ver t, allwing users t edit the cpied schedule(s) as needed. 29

Previewing a Schedule Users can view a list f upcming wrk rder dates fr any schedule that they create. This is particularly useful fr schedules that are cmprised f multiple tasks which have different frequencies, fr example, a schedule that incrprates mnthly, quarterly and annual tasks can be previewed t ensure that the scheduling will ccur as intended, r t identify ptential scheduling issues which culd be crrecting by mdifying the schedule. T preview a schedule: 1. Lcate the schedule under the assciated equipment's details screen under the Schedules tab. If users are uncertain which piece f equipment the schedule is assigned t, users can lcate the schedule by name in the Schedules list. 2. Click the Preview link, lcated beside the base task's Frequency field. 3. The Preview Schedule windw pens, allwing users t view the wrk rder schedule fr the next 365 days. As shwn belw, indented task names are subtasks. 4. Click Dne nce finished. 30

Deactivating a Schedule Schedules that are n lnger required can be deactivated. Inactive Schedules d nt generate Wrk Orders. In rder t preserve wrk rder histries, schedules cannt be deleted. Users can als reactivate a previusly deactivated schedule. 1. Under the Schedules tab, lcate the schedule card that needs t be deactivated, then click n the tp sectin f the schedule card. 2. An Edit Schedule windw will pen. At the bttm-left f this windw, click Deactivate. 31

3. Click Yes t cnfirm deactivatin. The schedule is nw deactivated. 32

Reactivating a Schedule If a schedule was deactivated in errr, r if a previusly deactivated schedule is needed, it is pssible t reactivate the schedule. This allws the schedule t nce again dispatch wrk rders. 1. Schedules are reactivated frm the equipment details screen. If nt already viewing the equipment details, lcate it in the Equipment list. T see deactivated schedules, in the Schedule tab's filter drp-dwn settings t display inactive schedules. 2. Once the schedule card that needs t be edited has been lcated, click n the tp sectin f the schedule card. 3. An Edit Schedule windw will pen. At the bttm-left f this windw, click Activate. The schedule is nw reactivated. 33

The Gauges Tab Gauges are assciated with a specific piece f equipment and are displayed under the Gauges tab in the Equipment Details screen. A single piece f equipment can have up t fifty gauges defined fr it. Once gauges have been cnfigured, they can be added t any schedules assciated with the equipment. This will create a Gauges sectin n all future wrk rders that are generated, allwing users t capture readings frm the field. Users can als manually add r edit gauge readings in the Gauges tab. Add, Edit r Delete a Gauge Users can delete a gauge by selecting a gauge, then clicking Delete. In the cnfirmatin windw that pens, click OK. Users can edit a gauge by selecting a gauge and clicking Edit. This will pen an Edit Gauge windw. Users can edit the gauge by fllwing steps 2 and 3 belw fr adding a gauge. T add a gauge: 1. Click Add Gauge. This will pen an Add Gauge windw. 34

2. In the windw that pens, enter the fllwing infrmatin: Gauge Name Measurement Type: e.g. Pressure, Flw, Temperature, etc. Unit: A variety f apprpriate units f measurement are prvided based n the measurement type selected. Gauge Type: Instantaneus r Cumulative can be selected. Minimum Value and Maximum Value: These ptinal fields allw users t select a maximum and minimum acceptable value. Frequency: Hw ften gauge readings shuld be taken. Last Calibrated: This ptinal field allws users t indicate when the gauge was last calibrated. 3. Click Save nce finished. 35

Graphing Gauge Readings Any gauge that has had readings entered fr it can be viewed as a graph: 1. Select the Gauge t be viewed as a graph. 2. At the bttm f the Gauges tab interface, select the Graph sub-tab if it is nt already selected. The graph will be displayed t the right. Hver yur muse ver the graph t view detailed infrmatin cncerning the plt lines n the graph. The Shw Readings drp-dwn list allws users t select the number f recent readings t display. The Shw/Hide Marker buttn ( ) can be used t shw r hide the graph s plt pints. The Shw/Hide Label buttn ( ) can be used t shw r hide the numbers displayed n the graph line. 36

Adding and Editing Gauge Readings Selecting the Readings tab (t the right f the Graph tab at the bttm f the screen) displays a list f all gauge readings taken fr the gauge that have been selected n the left side f the interface. If a wrk rder is assciated with the cllectin f the reading, users can click n the wrk rder number t view the wrk rder's details. Users can add a reading by clicking Add Reading. In the Add Reading windw that pens, enter a reading value, the date the reading was recrded, then click Save. T edit a reading, select a reading frm the list and click Edit. In the Edit Reading windw that pens, users can update the reading value and/r the date the reading was recrded. Click Save t update the reading. 37

T delete a reading, select a reading frm the list and click Delete. In the cnfirmatin windw that pens, click Yes t delete the reading. 38

The Attachments Tab! Each attachment can be up t 10MB in size. Files which exceed this size limit cannt be upladed. The Attachments tab displays a list f any files (such as MS Wrd dcuments, pictures r PDF files) assciated with the equipment. Attachments are included n scheduled wrk rders. Click n a file name t dwnlad it; if the file is in a frmat which can be displayed within a web brwser, then it will be displayed in a separate brwser windw. Users can remve an attachment by selecting an attachment and clicking Delete. In the cnfirmatin windw that pens, click Yes. Users can uplad an attachment by clicking Add Attachment. 39

In the windw that pens, click Brwse Select the file t uplad in the file selectin windw that is displayed and click Open. In the Add Attachment windw, click Save t cmplete the prcess. 40

Tasks The Task Library List The Task Library list displays all tasks that have been entered int the PM wrk rder system. Tasks are used t create maintenance schedules n the Equipment Details screen. T access the Task Library list, lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, and click n Tasks. The Task Library displays a list f all tasks that have been created fr equipment maintenance. One r mre tasks can be used t create a wrk rder schedule. An verview f the varius sectins in the Task Library list are detailed belw. 41

3. The list headings are custmizable. All list custmizatins fr a specific user are remembered between sessins and stred lcally n yur web brwser. Users can click n a list heading t tggle between srting the list in ascending r descending rder. Click and drag n headings t change the rder they are displayed in. Users can add r remve list headings by ding the fllwing: Click n the right side f a clumn heading (near the brder between clumn headings, as shwn in the image n the right). Mve yur muse pinter t the Clumns entry in the list t display all available clumn headings. Select the clumn headings that are preferred t be displayed and/r deselect the headings that are preferred t be hidden. Nte that sme infrmatin-critical headings cannt be hidden. 4. Clicking n a task name r duble-clicking n a rw in the list will display the task's details page. Fr mre infrmatin, see the Task Details Screen tpic. 43

5. At the bttm f the list is a cntrl tlbar that allws users t access several cmmnly used display features. The fllwing list cntrls are available: Return t the first page f the list. G t the previus page. Manually enter a specific page t g t. G t the next page. G t the last page. Use the slider t adjust the number f recrds displayed per page. Relad the list (checks fr updates t the list since it was last laded). Reset the list display settings t default (als remves any previusly applied filters). 6. Click Add Task t create a new entry in the Task Library. See Adding Tasks (p. 49) fr additinal details. 44

The Task Details Screen The Task Details screen is accessed by clicking n the name f an item in the Task Library list. An verview f the varius sectins in the Task Details screen are detailed belw. 1. The G Back buttn returns t the previus screen. 2. The Task Details card displays basic infrmatin cncerning the task. Users can click n the card t edit it. 3. The Steps and Schedule tabs are explained belw. The Steps tab cntains the Instructins and Task Lines cards. Users can click n these cards t edit them. See Editing Tasks (p. 51) fr additinal details. 45

The Schedule tab displays schedules that use this task, including the equipment the schedules are assciated with. Duble-clicking n a rw, r clicking directly n the Equipment name displays the Equipment Details screen. 4. The Cpy and Deactivate buttns prvide the fllwing functins: The Cpy buttn allws users t create a cpy f the task. This is particularly useful when users have identical r very similar tasks t enter int the Task Library. The Deactivate buttn can be used t indicate that the task is n lnger in use. Deactivatin preserves the task in wrk rder histries and prevents new wrk rders frm including the task. Deactivated tasks can als be reactivated. Fr additinal details, see Deactivating Tasks (p. 55) and Reactivating Tasks (p. 56). 46

Abut Task Lines Task Lines are the assciated steps f a task. Task Lines prmpt the Engineer t make checks r take readings f equipment. Task Lines are included n the wrk rder that is transmitted t the Engineer s device. If users plan n using this task with ther tasks n the same schedule (multitask schedules), keep in mind that a wrk rder with multiple tasks displays all f the task lines entered fr each task. Therefre, users shuld make sure that tasks d nt verlap and cver (partially r fully) the same maintenance t avid duplicatin. If data has been cnverted frm anther applicatin, users may find that clean-up is required fr Task Lines because task details are ften interpreted as lines f text. There are three types f task lines: Reading Select this ptin if the Task Line requires a numerical reading invlving the equipment, such as an inventry cunt. If users want t take a gauge r meter reading, it is recmmended that instead f using a Reading task line that users add a gauge t the equipment, which can be included in wrk rder schedules. This will allw users t mre cncisely display, edit and update the gauge readings they have accumulated ver time. Checking Select this ptin if the Task Line requires a checkbx t check n the wrk rder. This is the mst cmmnly used type f Task Line. Details Select this ptin if the Task Line requires additinal detailed infrmatin r instructins. 47

Adding Tasks Tasks can be added in the Task Library list. Tasks are reusable; fr example, if they are sufficiently generic, then a single "biler cleaning" task culd be used in schedules fr any biler unit in the Equipment list.! In cases where it is nt pssible (r reasnable) t create a generic task suitable fr all similar pieces f equipment, separate apprpriately named tasks shuld be entered int the system; this will allw the crrect task t be mre easily identified when setting up schedules fr yur equipment. 1. Frm the Task Library list, click Add Task. 2. Prvide the fllwing infrmatin in the Add Task windw: The Prperty where the task will be taking place (nly crprate tasks apply t all prperties). Create a name fr the task. Select the trade that this task applies t. Select hw frequently the task shuld ccur in the Frequency field. The fllwing ptins are available: Daily, Weekly, Mnthly, Quarterly, Semi-annually, Annually, r Mre Optins Clicking "Mre Optins" changes the drp-dwn, allwing users t select a mre specific time interval, such as 8 mnths, 4 years, etc., as shwn belw. 48

Enter the estimated time it will take t cmplete the task, and any general instructins cncerning the task. 3. Click Create t create the task, r Create and View t create the task and then view the Task Details screen, where users can edit the task. See Editing Tasks (p. 51) fr additinal details. 49

Editing Tasks 1. Tasks are edited frm the Task Details screen. If nt already viewing the task details, lcate the task in the Task Library list, then pen the task details by clicking n the task name. 2. The Task Details card displays basic infrmatin cncerning the task. Users can click n the card t edit it. Users can click n this card t edit it, update the infrmatin n the card in the Edit Task windw that pens, then click Save. 3. The fllwing infrmatin can be edited under the Steps tab. The Instructins card displays a descriptin f hw the task is t be cnducted. Users can click n this card t edit it, update the infrmatin n the card in the Edit Task Instructins windw that pens, then click Save. 50

The Task Lines card displays the steps which must be perfrmed t cmplete the task. Click n the card t edit it; this will pen the Edit Task Lines windw. Users can add a task line by clicking Add Task Line. In the windw that pens, enter the task's details, then select the task type (checking, reading, r details). Fr a descriptin f each task type, see Abut Task Lines (p. 48). Click Add t save this task and add anther task. Click Add & Clse t save the task and return t the Edit Task Lines windw. 51

Users can edit a task line by selecting the task and clicking Edit. Make any necessary changes, then click Update. Users can change the rder that the task lines are displayed by selecting a task and using the Up and Dwn arrw buttns. Users can delete a task by clicking the assciated Delete buttn ( ) t the right. Users will be asked t cnfirm the deletin in a ppup windw. 52

Cpying Tasks 1. Tasks are cpied frm the Task Details screen. If nt already viewing the Task Details, lcate the task in the Task Library list, then pen the Task Details by clicking n the task name. 2. Frm the Task Details screen, click Cpy. 3. In the Cpy Task windw that pens, edit the name fr the task (if applicable). Task names must be unique within the prperty; fr example, users can have an "AHU Weekly" task in tw different prperties, but users cannt have tw tasks with that name in the same prperty. 4. Select the prperty the task needs t be cpied ver t. 5. Click Cpy t cpy the task. 53

Deactivating Tasks In rder t preserve wrk rder histries, users cannt delete tasks, but users can deactivate them. This prevents them frm being added t new schedules, but will still be issued fr any schedule that it is currently assciated with. Users will need t remve the task frm currently existing schedules which use the deactivated task. i If necessary, users can update their schedules, s they n lnger use the inactive task. While viewing a task, users can see what schedules a task is assciated with by clicking n the Schedule tab; frm there, users can click n the name f the equipment t view the equipment's details, where they can either deactivate the schedule, r edit the schedule t remve the task. T see deactivated tasks, users will need t change the Task Library's filter settings t display inactive tasks. Once the inactive task has been fund, users can click n the task's name t view the Task Details. Users can reactivate previusly deactivated tasks. 1. Tasks are deactivated frm the Task Details screen. If nt already viewing the Task Details, lcate the task in the Task Library list, then pen the Task Details by clicking n the task name. 2. Frm the Task Details screen, click Deactivate. 3. In the cnfirmatin windw, click Yes. The task is nw deactivated. 54

Reactivating Tasks If a task was deactivated in errr, r if a previusly deactivated task is needed, it is pssible t reactivate the task. This allws the task t nce again be added t schedules. 1. Tasks are reactivated frm the Task Details screen. If nt already viewing the task details, lcate the task in the Task Library list. T see deactivated tasks, users will need t change the Task Library's filter settings t display inactive tasks. Once the inactive task has been fund, click n the task's name t view the task details. 2. Frm the Task Details screen, click Activate. 3. In the cnfirmatin windw, click Yes. The task is nw activated. 55

The Schedules List i Schedules are added directly t a piece f equipment using the assciated Equipment Details screen. While new schedules cannt be added directly t the Schedules list, it can be used t quickly lcate a schedule fr editing, cpying, deactivatin r reactivatin. T access Schedules, lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, and click n Schedules. By default, this list displays all schedules that have been set up fr equipment acrss all prperties. An verview f the list's functins and ptins are detailed belw. 56

1. Use the Prperty drp-dwn t filter the list by prperty. 2. The Filter buttn pens an interface that allws users t chse a variety f filtering ptins. Filtering infrmatin is stred lcally n yur web brwser and is remembered between sessins. The fllwing filtering ptins are available: Schedule: Filter by schedule's name. Assigned T: Filter by the assigned emplyee r vendr. Status: Display nly active schedules, inactive schedules, r bth (all). 3. The list headings are custmizable. All list custmizatins fr a specific user are remembered between sessins and stred lcally n yur web brwser. Users can click n a list heading t tggle between srting the list in ascending r descending rder. Click and drag n headings t change the rder they are displayed in. Users can add r remve list headings by ding the fllwing: Click n the right side f a clumn heading (near the brder between clumn headings, as shwn in the image n the right). 57

Mve yur muse pinter t the Clumns entry in the list t display all available clumn headings. Select the clumn headings that are preferred t be displayed and/r deselect the headings that are preferred t be hidden. Nte that sme infrmatin-critical headings cannt be hidden. 4. T view a schedule, click n the schedule's name, r duble-click n the rw. This will take users t the Schedules tab f the assciated Equipment Details screen. 5. At the bttm f the list is a cntrl tlbar that allws users t access several cmmnly-used display features. The fllwing list cntrls are available: 58

Abut Emplyee Available Hurs The Emplyee Available Hurs screen captures the number f available Tenant Request (TR) and PM staff hurs fr the next fur weeks. The data generated in the Resurces Frecast Reprt is based n these hurs and helps determine whether there are enugh staff member resurces t cmplete the wrk ahead. This feature is particularly useful in large facilities with many Engineers and vendrs wrking and smaller facilities likely d nt require this feature. Weekly data fields fr bth TR and PM fr each prperty are displayed. Emplyee available hurs fr the past three weeks are als displayed. The upcming fur-week entries can be mdified. Each week the Emplyee Available Hurs table will be autmatically adjusted t allw fr entry in the upcming furth week. 60

PM Wrk Order Dispatch Optins Cnfiguring yur PM dispatch ptins allws users t enable autmatic dispatching fr PM wrk rders n a per-prperty basis. Fllw the steps belw t enable, update, r disable autmatic dispatching. 1. Hver ver Setup and click n Dispatch Optins. 2. In the Filter sectin, click the Prperty field and select the desired prperty frm the drp-dwn list. 3. T enable autmatic dispatching, click the PM Autmatic Dispatch checkbx if it is nt currently checked (unchecking this bx will disable autmatic dispatching fr the selected prperty). 4. Users can mdify the Pre-dispatch Scheduled Wrk Orders (days) field t select the number f days befre the due date that the system shuld attempt autmatic dispatching. 5. Click Save. 61

Using Preventive Maintenance PM Wrk Order Types There are tw types f Equipment wrk rders in the PM wrk rder system: Scheduled and On Demand. The majrity f wrk rders used will be scheduled. On demand wrk rders are nly created when there is unscheduled maintenance that needs t be recrded in the system. Scheduled Wrk Orders Scheduled wrk rders are generated regularly and are based n PM schedules. On the Scheduled list, the next tw weeks f wrk rders are displayed. A lnger time interval can be displayed using the filter ptins. Fixed-perid wrk rders are autmatically canceled by the system if and when they g ne perid verdue. On Demand Wrk Orders 62

On demand wrk rders are created in respnse t an unplanned need fr equipment-related service. On demand wrk rders can be created befre r after the actual wrk is cmplete. When an n demand wrk rder is created, it is displayed in the On Demand List. These wrk rders will remain n this list until it is cmpleted r canceled. When an n demand wrk rder is assigned and dispatched, it will als be displayed in the Issued List. 63

PM Wrk Order Lists i Fr general infrmatin n viewing, editing and updating wrk rders, please refer t Wrk Order Details Overview (p. 74). There are five lists fr PM wrk rders: On Demand, Scheduled, Issued, Cmpleted, and Canceled. Users view wrk rders in each state by pening the assciated wrk rder list: On Demand The On Demand List displays all wrk rders that have been created t handle unscheduled maintenance. On demand wrk rders can be assigned and issued at any time and are displayed n this list until cmpleted r cancelled (they are then displayed in either the Cmpleted r Cancelled lists, respectively). On demand wrk rders that have been assigned and dispatched are als displayed in the Issued List. i All n demand wrk rders are identified in lists with the On Demand status icn ( ). Scheduled The Scheduled List indicates which wrk rders are ready t be issued r scheduled fr dispatch. This list allws administrative staff t review and make any necessary changes 64

befre the wrk rder is issued; see Wrk Order Details Overview (p. 74) fr general infrmatin n viewing, editing and updating wrk rders. i A flating wrk rder cannt be issued if a previus wrk rder is still utstanding fr the same task; it must be cancelled r cmpleted befre a new wrk rder can be issued. Flating wrk rders are identified in lists with the Flating status icn ( ). Issued The Issued List indicates that the wrk rder has been dispatched. Issued wrk rders can be reissued and reassigned. This can be useful in the event f staff turnver r staff wrklad issues. Reissuing a wrk rder des nt delete r "pull back" the previusly issued wrk rder, resulting in tw electrnic cpies in the system. In cases where re-issuing is perfrmed frm ne active tradespersn t anther, have the engineer manually delete the wrk rder frm their device (nly applies t email and RIM devices). Cmpleted The Cmpleted List displays cmpleted wrk rders. Wrk rders remain in the Cmpleted List fr 45 days frm the date f cmpletin. Flags fr missing values are als displayed n this list (see Missing Values (p. 91) fr mre infrmatin). A list f Cmpleted wrk rders is available via the PM Wrk Orders reprt. T access the PM Wrk Orders reprt, lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Reprts, and click n Building Services Reprts. The PM Wrk Orders reprt can be fund by expanding the Lists flder under the Preventive Maintenance flder. 65

i Cmpleted wrk rders that require review frm a supervisr will be marked with the Ntify Supervisr status icn ( ) and are nt cleared frm the cmpleted list until this flag is remved. Fr additinal details, see The Ntify Supervisr Flag (p. 90). Cancelled The Cancelled List shws all wrk rders that were cancelled in the last 45 days. Wrk rders that are Ready, Issued, r Cmpleted can be manually cancelled. Fr example, users may need t manually cancel a wrk rder if the schedule needs t be made inactive, r if equipment is ut fr repair. 66

List Cntrls, Custmizatin, and Filtering T access PM lists, lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, and then select the desired list frm the Preventive Maintenance flder. Each PM list can be srted, filtered and custmized in a variety f ways, as described belw. Fr mre infrmatin abut the wrk rder lists and wrk rder statuses, see PM Wrk Order Types (p. 64) and PM Wrk Order Lists (p. 66). 67

1. Users can use the Prperty drp-dwn list t filter the wrk rders by prperty, r fr all prperties. 2. The Filter buttn pens an interface which allws users t chse frm a variety f filtering ptins. The specific ptins available vary by list. Applied filters are persistent n the list until manually remved r if the Prperty is changed. Filtering infrmatin is stred lcally n yur web brwser and is remembered between sessins. In the Scheduled List in particular, users can mdify the Preview fr field t increase the perid f time ver which wrk rders are displayed. 3. Use the checkbxes t select ne r mre wrk rders in the list. Selecting multiple entries in the list allws users t assign and dispatch, r print multiple items at a time as explained in (5) belw. Click n a wrk rder's name in the Title clumn t view its details. 68

4. The list headings are custmizable. All list custmizatins fr a specific user are stred lcally n yur web brwser and remembered between sessins. Users can click n a list heading t tggle between srting the list in ascending r descending rder. Users can click and drag list headings t change the rder they are displayed in. Users can add r remve list headings by ding the fllwing: Click n the right side f a clumn heading (hear the brder between clumn headings, as shwn belw). Mve the muse pinter t the Clumns entry in the list t display all available clumn headings (available headings vary depending n which list is currently being viewed). Select the clumn headings that are preferred t be displayed and/r deselect the headings that are preferred t be hidden. Nte that sme infrmatin-critical headings cannt be hidden. 5. The Assign & Dispatch and Print buttns perfrm the functins described belw: 69

Clicking the Assign & Dispatch buttn pens the Assign & Dispatch windw, allwing users t assign (if currently unassigned) r reassign the selected wrk rders. The exact chices available will vary depending n hw many wrk rders are selected (ne, r mre than ne), whether the wrk rders have been dispatched, and whether they are n demand r scheduled wrk rders. Users can als set (r change) the due date. This ptin is nly available if the wrk rder selected is a single n demand wrk rder that has nt yet been dispatched. Users can select whether r nt t dispatch the wrk rder immediately. Click Save t save yur changes. This will als dispatch the wrk rder if "dispatch immediately" was selected. See Assign and Dispatch Wrk Orders (p. 79) fr additinal infrmatin. Fr dispatched wrk rders, clicking the Print buttn pens a new windw with a cpy f the wrk rder in a printable frmat. Click the Print icn ( ) r press CTRL-P t print the wrk rder. Printed wrk rders can be used t cmplete wrk in situatins where the assignee des nt have direct access t the Internet; the infrmatin filled ut in the frm will need t be manually input in Axis Cntrl Panel afterwards t prperly dcument the wrk. 70

6. The New Wrk Order buttn allws users t create an n demand wrk rder. Fr additinal details, see Creating On Demand Wrk Orders (p. 82). 7. At the bttm f each list is a cntrl tlbar that allws users t access several cmmnly used display features. The fllwing list cntrls are available: Return t the first page f the list. G t the previus page. Manually enter a specific page t g t. G t the next page. G t the last page. Use the slider t adjust the number f recrds displayed per page. Relad the list (checks fr updates t the list since it was last laded). Reset the list display settings t default (als remves any previusly applied filters). 71

Wrk Order Details Overview This tpic prvides a general verview f the functins available in the Wrk Order Details screen. Users can access this screen frm any f the wrk rder lists and clicking n the title f the wrk rder they want t view r wrk with. The Wrk Order Details screen displays all infrmatin related t the wrk rder, including basic wrk rder and equipment infrmatin, task details and any additinal attachments r nline references that are applicable t the wrk rder. 72

Basic, cmmnly referenced infrmatin is displayed as a series f virtual cards n the left side f the wrk rder details. Editable cards are highlighted in blue when mused ver. Clicking n a card pens a windw which allws users t edit this infrmatin. 1. The G Back buttn returns t the previus screen. 2. The Wrk Order card displays basic infrmatin abut the wrk rder: ID, Title, Status, Type, Pririty, and Frequency. 3. The Lcatin card indicates the lcatin where the wrk is t take place: Prperty, Building, Flr, and Suite. 73

4. The Equipment card displays general infrmatin cncerning the equipment n which the wrk is t be perfrmed: Name, System, Make, Mdel, Asset/Tag #, Serial #, and Warranty Expiry. Users can click n the equipment s name t view additinal infrmatin n the Equipment Details screen. 5. The References card cntains external links (hyperlinks/urls) related t the equipment being wrked n, such as installatin guides r maintenance manuals. Clicking n a link will pen the URL in a new brwser windw. 6. The Wrkflw, Tasks and Attachments tabs. Additinal details fr each tab are prvided belw. The Wrkflw tab is displayed by default. It displays the fllwing infrmatin: Date Due, Assigned T, and the wrk rder s Histry. Clicking n the name displayed in the Assigned T field displays a ppup with the assignee s cntact infrmatin. The histry sectin lists events in chrnlgical rder. 74

Ntes appended t Cancelled and Clsed histry events can be edited by duble-clicking n the entry. The Tasks tab shws a list f tasks which need t be perfrmed. Each task is displayed as a separate virtual card. Clicking n a task card pens the Update Tasks interface, allwing the user t input labr histry infrmatin (time taken t wrk n the task) by clicking the Add Histry buttn. Users can add time taken fr multiple emplyees as needed by clicking n the Add Histry buttn.! Adding t the wrk histry using this methd des nt mark the wrk rder as cmpleted; see Cmpleting PM Wrk Orders (p. 87) fr detailed infrmatin n cmpleting wrk rders. 75

The Attachments tab displays a list f any files (such as MS Wrd dcuments, pictures r PDF files). Click n a file name t dwnlad it; if the file is in a frmat which can be displayed within a web brwser, then it will be displayed in a separate brwser windw. Users can remve an attachment by selecting an attachment and clicking Delete. Users can uplad an attachment by clicking Add Attachment. In the windw that pens, click Brwse Select the file t uplad in the file selectin windw that is displayed and click Open. In the Add Attachment windw, click Uplad t cmplete the prcess. 7. The Assign & Dispatch, Cmplete, Cancel, and Print buttns are briefly explained belw. Clicking the Assign & Dispatch buttn pens the Assign & Dispatch windw, allwing users t assign (if currently unassigned) r re-assign and dispatch the wrk rder. 76

See Assign and Dispatch Wrk Orders (p. 79) fr additinal details. Click the Cmplete buttn t mark the wrk rder as cmpleted. In the windw that pens, users will have the pprtunity t enter any previusly unrecrded infrmatin, such as task cmpletin r gauge readings. See Cmpleting PM Wrk Orders (p. 87) fr mre detailed infrmatin. The Cancel buttn pens the Cancel Wrk Order windw, allwing users t cancel a wrk rder. See Cancelling PM Wrk Orders (p. 96) fr mre infrmatin. Clicking the Print buttn allws users t print a cpy f the wrk rder. Printed wrk rders can be used t cmplete wrk in situatins where the assignee des nt have direct access t the Internet; the infrmatin filled ut in the frm will need t be manually input in Axis Cntrl Panel afterwards t prperly dcument the wrk. 77

Assign and Dispatch Wrk Orders Wrk rders must be assigned and dispatched in rder fr wrk t begin. On demand wrk rders can be assigned when they are created. Scheduled wrk rders can be assigned when the Schedule is created. Wrk rders that are nt assigned can be assigned frm the wrk rder lists. i Users can als reassign and/r reissue wrk rders by fllwing the directins belw. Wrk rders that have already been assigned and dispatched can be fund in the Issued List. Unless users want t dispatch a wrk rder early, wrk rders that have been assigned t an emplyee r vendr will be autmatically dispatched if autmatic dispatching has been enabled. T assign and dispatch a wrk rder, fllw the steps utlined belw: 1. Lcate the wrk rder that needs t be assigned and/r dispatched. Users can use the list filters t assist with the search. 2. Click n the wrk rder's title t pen the Wrk Order Details screen. 78

3. In the tp-right crner f the details screen, click Assign & Dispatch. i The exact ptins available t users in the Assign & Dispatch interface will vary depending n the number and type f wrk rders selected. 79

4. In the windw that pens, use the Assign T drp-dwn list t assign (if currently unassigned) r re-assign the wrk rder. 5. Select "D nt dispatch at this time" if the wrk rder nly needs t be assigned, but nt dispatched. 6. Select "Dispatch immediately" if the wrk rder needs t be dispatched. 7. Click Save t save yur changes. This will als dispatch the wrk rder if "Dispatch immediately" was selected. 80

Creating On Demand Wrk Orders Users can create n demand wrk rders manually, r frm a cmpleted wrk rder. Manual Creatin f On Demand Wrk Orders 1. Lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, then select On Demand List. 2. T the tp-right f the list, click New Wrk Order. 3. A New Wrk Order windw is displayed. 4. Select the Prperty, Building, and Equipment the wrk rder invlves. If the equipment is still under warranty, a warning will be shwn. 81

5. Enter a name fr the task, and any additinal instructins t clarify what wrk needs t be dne. 6. Select the applicable trade using the Trade drp-dwn list. 7. Select a pririty level fr the wrk rder using the prvided drp-dwn list. 8. Click the Estimated Time fields and select the time it shuld take t cmplete the wrk rder. 9. By default, the Due Date field is set t tday's date. If the date needs t be changed, click the Due Date field and enter the date, r click calendar interface. and select the date frm the 10. Click the Assign T field and select an emplyee. Users can als leave this field blank and assign the wrk rder nce it is generated and displayed in the On Demand List. 11. If the wrk rder has nt been assigned, the nly dispatch ptin available is "D nt dispatch at this time". If the wrk rder has been assigned, then "Dispatch immediately" is the default ptin, but users can instead select "D nt dispatch at this time" and issue the wrk rder at a later date. 12. Click Create. 82

13. Users will see yur wrk rder displayed in the On Demand List. Users can nw assign and issue it as they wuld with a scheduled wrk rder. Creating On Demand Wrk Orders frm a Cmpleted Wrk Order 1. Lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Preventive Maintenance, then select Cmpleted List. 2. Lcate the wrk rder in the list, then click n the title t pen the Wrk Order Details screen. 83

3. In the Wrk Order Details screen, click Create Wrk Order at the tp-right. This will pen the New Wrk Order ppup. 4. In the New Wrk Order ppup windw, sme infrmatin such as the equipment and lcatin are aut-filled. Users can edit this infrmatin as needed. 5. The task name is als aut-filled. Edit the task name if required, then prvide any instructins which shuld accmpany the wrk rder. 6. Select the applicable trade using the drp-dwn menu prvided; by default, the trade that this wrk rder was based n is used by default. 84

7. Enter a pririty and due date. 8. Click the Estimated Time fields and select the time it shuld take t cmplete the wrk rder. 9. By default, the Due Date field is set t tday's date. If the date needs t be changed, click the Due Date field and enter the date, r click calendar interface. and select the date frm the 10. Click the Assign T field and select an emplyee. Users can als leave this field blank and assign the wrk rder nce it is generated and displayed in the On Demand List. 11. If the wrk rder has nt been assigned, the nly dispatch ptin available is "D nt dispatch at this time". If the wrk rder has been assigned, then "Dispatch immediately" is the default ptin, but users can instead select "D nt dispatch at this time" and issue the wrk rder at a later date. 12. Click Create. 13. Users will see their wrk rder displayed in the On Demand List. Users can nw assign and issue it as they wuld with a scheduled wrk rder. 85

Cmpleting PM Wrk Orders Engineers may update and cmplete wrk rders frm the field using a handheld device r by fllwing the steps described belw. i Wrk rders can nly be cmpleted if they are in the Issued List. 1. Lcate the wrk rder that needs t be cmpleted. Users can use the list filters t assist with the search. 2. Click n the wrk rder's title t pen the Wrk Order Details screen. 86

3. Near the tp-right crner f the Wrk Order Details screen, click Cmplete. 4. In the windw that pens, users will have the pprtunity t enter any previusly unrecrded infrmatin, such as task cmpletin r gauge readings. 5. Users can als add t the labr histry by clicking Add Histry. Users can use this sectin t track the time taken by multiple peple by creating a separate entry fr each persn. 6. If there are multiple tasks, users can use the Previus r Next buttns t update infrmatin related t each task, r click n the tabs at the tp f the screen. Each task has its wn labr histry sectin. 7. Click Save t save any updates prvided. 8. In the Cmplete Wrk Order screen that is displayed next, enter any ntes cncerning the cmpletin f the wrk rder 9. Users can als indicate if a supervisr shuld be ntified. See The Ntify Supervisr Flag (p. 90) fr additinal details. 10. Click Save nce finished. The cmpleted wrk rder is mved t the Cmpleted List. 87

The Ntify Supervisr Flag Emplyees that have the PM Ntify Call Attentin ptin selected in their emplyee prfile will receive an email whenever a wrk rder has the Ntify Supervisr flag added t it (cntact Axis Prtal Team fr assistance with setting up PM Ntify Call Attentin at AxisSupprt@cbre.cm). During the last step f cmpleting a wrk rder, if users wish t have a ntificatin sent t a supervisr cncerning the wrk rder, place a checkmark beside Send Ntificatin t Supervisr (Example 1). Users can als mark a cmpleted wrk rder as requiring a supervisr's attentin by pening the wrk rder details and clicking the Ntify Supervisr buttn near the tp-right crner f the screen (Example 2). Example 1 Example 2 Selecting Send Ntificatin t Supervisr will send an email ntificatin infrming the supervisr that the wrk rder requires review. Wrk rders that have a ntificatin sent t a supervisr can be fund in the Cmpleted List and are tagged with a Ntify Supervisr icn ( ), as shwn belw. When a supervisr views the wrk rder's details (by clicking n the title r duble-clicking n a rw), after cmpleting their review and making any necessary updates, the supervisr can mark the wrk rder as reviewed by clicking the Mark as Reviewed buttn near the tp-right crner f the screen. 89

i If users clicked Mark as Reviewed in errr, users can und this actin by clicking the buttn again (the buttn name changes t Ntify Supervisr). 90

Missing Values Emplyees that have the PM Ntify Missing Values ptin in their emplyee prfile will receive an email whenever a wrk rder is cmpleted with missing values (cntact Axis Prtal Team fr assistance setting up PM Ntify Missing Values at AxisSupprt@cbre.cm). When a wrk rder is cmpleted withut filling ut all task-related fields, such as gauge readings r task lines, the cmpleted wrk rder will have the Missing Values flag ( ) in the Cmpleted List. T remve this flag, all missing values must be entered under the wrk rder's Tasks tab; additinal details n updating tasks can be fund in Wrk Order Details Overview (p. 74). Each task line, gauge, r similar missing value is flagged with the same icn ( ), and must be prperly filled in t remve the Missing Values flag. 91

Finding PM Wrk Orders The PM wrk rder list is accessed frm the Hme menu and clicking n the PM wrk rder lists lcated in the Preventive Maintenance flder. There are a variety f methds users can use t srt, filter, r search thrugh the PM wrk rder lists. Using Wrk Order List Filters Users can use the varius methds utlined in List Cntrls, Custmizatin, and Filtering (p. 68). Searching fr Wrk Orders (Quick Search) If users knw the ID number f the wrk rder, they can use the quick search. 1. Click n the quick search field in the tp-right crner f the screen. 2. Enter the ID number f the wrk rder. 3. Click Search. The wrk rder is displayed. 92

i ID numbers are nly assigned t wrk rders that have been issued. Searching fr Wrk Orders (Advanced Search) i Users can nly search fr cmpleted r cancelled wrk rders using the advanced search feature. If users d nt knw the ID number fr the wrk rder, they can use the Advanced Search. 1. Lg int the Axis Cntrl Panel at http://cp.axisprtal.cm, hver ver Building Services, hver ver Search, then select PM Search. 3. Enter any available infrmatin abut the wrk rder. 4. Click Search. The wrk rder is displayed. 93

Cancelling PM Wrk Orders Aut-Cancelled Wrk Orders Wrk rders are autmatically cancelled when the next wrk rder frm the schedule is due. When wrk rders are created frm a schedule, a cancellatin date is determined fr each wrk rder, which is the due date plus ne perid. Fr example, if a wrk rder is due n January 1, it appears in the list n December 15, because by default, the system displays it 14 days in advance. If it is nt cmpleted by February 1 when the next ne is due t be cmpleted, the system aut-cancels the ne dated January 1. Autmatic cancellatins are prcessed vernight. Cancelled wrk rders are listed in the Cancelled List. Cancelling a Wrk Order Wrk Orders that are in the On Demand, Scheduled, Issued and Cmpleted lists can be cancelled. 1. Open the desired wrk rder. See Finding PM Wrk Orders (p. 92) fr mre infrmatin. 2. Click the Cancel buttn. This will pen the Cancel Wrk Order windw. 3. In the Cancel Wrk Order windw, enter the fllwing infrmatin: Date Cancelled (current date is the default) Cancelled By Cancellatin ntes (the reasn the wrk rder was cancelled). 94

4. Once finished, click Save t cancel the wrk rder. The wrk rder is mved t the Cancelled list. 95

Axis Portal. Preventive Maintenance User Manual. January 2015