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LIMA Maintenance Manager

User Manual

Microsoft Dynamics NAV

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contents

1| Introduction .............................................................................................................................. 3

2| Maintenance Menu .................................................................................................................... 4

3| Set-up ....................................................................................................................................... 7

4| Defining preventive plans ........................................................................................................ 11

5| Planning Preventive Maintenance ........................................................................................... 14

6| Releasing planned MWOs ........................................................................................................ 16

7| Corrective procedures ............................................................................................................. 19

8| Work Reports .......................................................................................................................... 22

9| Closing an MWO ...................................................................................................................... 24

10| Calculating the necessary materials ......................................................................................... 26

11| Calculating the subcontracting worksheet ............................................................................... 27

12| Worker tasks ........................................................................................................................... 28

13| Maintenance costs................................................................................................................... 30

V2013.3.2 | w:ib | r:fb

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1| Introduction

Maintenance brings together activities and resources to give greater control over fixed assets: facilities, automotive or any other asset for a wide range of companies and organizations.

This maintenance application offers important tools for the implementation and managing of both preventive and corrective maintenance. The function offered by this module helps to increase the available production time of equipment, maximize the use of human resources, reduce the use of materials, decrease maintenance costs and improve the quality of production.

Maintenance planning is based on the maintenance plans for each machine or part of equipment. Using these plans the system generates preventive Maintenance Work Orders (MWOs) automatically.

For corrective maintenance, the user or supervisor generates a corrective MWO manually when there is a breakdown.

These functions cover the whole range of repair and maintenance jobs your equipment needs to run effectively. Using this system you will ensure that your equipment is serviced and maintained regularly so that you will experience fewer breakdowns leading to more productivity.

“Preventive maintenance is planned... breakdowns aren’t.”

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2| Maintenance Menu

When starting the application we access to the NAV RTC interface. This interface introduces the User Role concept, so that the home screen is suited to the employee's profile (a few models "out of the box" are available). This is

important for the usability, since the system is able to show a "picture" we have for the day ahead: how is the maintenance orders planning, which is the orders status, how many preventive maintenance orders and how many corrective ones are in the process, just to mention some examples.

It is also available to the user the information available on the Microsoft Outlook account: E-mails, calendar appointments and tasks to do.

The most frequent user operations are available directly from this screen, both in the workplace and in the actions ribbon at the top of the screen.

Regardless of these features, on the left side of this screen, from Departments, there is immediate access to NAV menus. In our case, the "LIMA Maintenance” with submenus: "Design", "Journals", "History", "Maintenance Orders" and "Settings".

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Design.

The ‘Products’ option allows viewing, creating and updating products to be used in maintenance operations.

With the ‘Equipment’ option you can set a relation between the actual item to be “maintained” and one of several entities within NAV. The options are: Resources, Fixed Assets and Machine Centres.

In the ‘Worker’ option you can view and configure the employees (internal or external) to execute the maintenance operations. You can also access the worker’s list of tasks and their workload.

With the ‘Preventive Plans’ option you setup preventive maintenance plans including operations, materials, measurements and tools.

With the ‘Corrective Procedures’ option you can post the corrective MWO generated manually, as well as create new ones. For these orders the activities performed by each worker can be posted as well as the consumption of materials used. You can also create templates to use when repetitive failures.

Maintenance Orders.

In the 'Preventive Maintenance Orders' option, you can query the MWO generated from the 'Preventive MWO Planning Worksheet' or create them manually. For these orders you can post activities and materials consumption.

In the 'Corrective Maintenance Orders' option you access to corrective MWO and can create new ones. For these orders you can post activities and materials consumption.

Journals.

Through the option you create the preventive maintenance orders. It’s an automatic process related with the settings of the plans.

By means of the options 'MWO Consumption Journal' and 'MWO Activities Journal' you post materials consumption and the time

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spending on maintenance activities.

The ‘Demand Maintenance Worksheet’ option, calculates the need of materials related to maintenance orders.

The ‘Subcontracting Worksheet’ option creates purchase orders that you need to perform the tasks to be done for external workers.

History.

Through the ‘Closed Maintenance Orders’ option you can view the history of completed maintenance orders as well as the materials consumed and posted tasks for each MWO.

Through the 'Maintenance Costs Report' you see materials and labour costs related with the assets during a period of time.

Setup.

Through the 'Maintenance Setup' option you access to the definition of the basic parameters of the system

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3| Set-up

Maintenance Set-up

To open the ‘Maintenance Setup’ form, select ‘Setup’ from the main menu and then select ‘Maintenance Setup’.

Here you will find two areas, ‘Numbering’ and ‘Setup’.

In the Setup area you can key in: The dimension in which all cost centers that may be assigned maintenance actions are defined; the materials warehouse to be considered by planning means; the level of detail associated with the action taken on reports for corrective maintenance; indicate whether you want to consider the qualifications of the workers while assigning tasks; the Calendar to be used to schedule the activities of workers.

Code setup

In this window you must create codes and meanings for: tools, measurements, instructions, defects, codes of symptoms, areas of defects, resolution codes, codes of follow-up plans and activities codes.

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Setting-up Items

This is to define consumables and spare parts. Both are defined as maintenance items.

Those are the items you could define in the preventive plans and you could post in the consumption journal.

This set of items will be included in the planning worksheet.

Setting up Machines and Workers

The first step to setup the system is to define workers and equipment.

From the equipment form you choose among different types of elements: Resources, Fixed Assets or Machine Centres.

All you need is to specify the fixed asset code, resource or machine centres that the equipment is linked to.

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Defining the equipment

To create a new one, select the option “new” in the options strip.

Here you define general characteristics and technical data.

You can relate this equipment to an entity in NAV: resources, fixed assets or machine centres.

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Defining components

Here you can define a part or component of an equipment to be maintained with its own preventive plan.

In the Hierarchy option you can structure the components of a facility or equipment in different levels.

So you could make maintenance plans for the entire equipment or for a part only.

Defining maintenance workers

Here you define internal and external workers, their cost and the time schedule.

If the worker is external you must relate him to a supplier card.

The cost per hour of the worker is used for costing purposes.

The entry time and the number of working ours per day is needed to schedule his job.

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4| Defining preventive plans

The basics for the planning are the definition of the preventive plans.

Each equipment or part has one or more plans.

Each plan has its own frequency and requirements.

Each plan contains the tasks and the workers to perform them; materials planned consumption; spares to be used; tools; instruction set and measurements.

Instruction set and measurements may be defined for a limited period of time.

The frequency can be defined by time, cycle counter or mixed.

You define the validity time of each plan. It takes effect when running the Planning worksheet.

The type of plan is a classification field to discriminate them.

The priority is to be used while scheduling tasks.

Total planned time is the sum of the times of the tasks with the flag “critical” = “yes”.

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In each plan you define a series of activities or tasks to be performed by a worker and the time to be spent by each task.

“Affecting to…” is the equipment or a part of equipment affected by the actual task.

Consumption

Here you define a list of consumables and/or spare parts to use during the maintenance activities.

Those materials must have been defined as maintenance materials previously.

Tools, measurements and instructions.

You may define a list of tools to be used in the maintenance operations; a series of measurements to be made and a list of instructions to use.

Once defined you have the preventive plan ready to use.

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Now you can use a series of functions:

View MWO. It shows the list of orders generated from the actual plan.

Copy plan. This let you use this plan as a pattern to create a new one.

Print.

Note: The program lets to make any change or update manually. Except the Code of equipment if there is any MWO created from the actual plan.

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5| Planning Preventive Maintenance

In the submenu, the function "Preventive Plan Worksheet" can be accessed, which, based on the from-to dates and depending on the periodicity defined in the plan, as well as on the last intervention and the counter readings, suggests preventive MWOs automatically and massively.

This worksheet can be completed manually using the Assist Button in the field "Plan No.", or calculation can be done automatically by choosing the option "Calculate Sheet...." which can be found in the options bar of the "Home" and "Actions" tab.

When the calculation has been carried out, the system will propose MWOs based upon the periodicity, the date of the last intervention or on the counter reading; depending on the option chosen previously in the field "Type" in the plan header. The system suggests MWOs with: the planned starting date according to the result of the frequency calculation; the planned starting time corresponding to the beginning of the worker's shift, the planned ending date calculated from the planned duration and the calendar established.

To create a preventive MWO, choose the option "Create MWO", which can be found in the options bar of the "Home" and "Actions" tab. This function creates planned MWOs with key moments: planned starting date, planned starting time, planned ending date, planned ending time, calculated on the basis of the same parameters as the plan worksheet.

When preventive MWOs are generated from the plan worksheet, the header data is populated automatically and lines are established with planned activities. To calculate the planned starting time of each activity, its limiting factors must be taken into account (the most limiting one is taken):

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Planned starting date and time of the activity

Final moment of the last activity with a critical flag, if the current activity has the critical flag.

The system does not set limits depending on the worker's load. In this case it is the task of the planner to manage the resources to avoid interferences.

At the same moment as MWOs are created, an absence period (in the NAV manufacturing environment) is defined for the equipment which is undergoing maintenance, from the planned starting date and time to the planned ending date and time.

Lines will also be created associated to planned consumptions, tools, measurements and instructions. In the last two cases this is filtered by the valid date – time when the MWO was created.

On creating the MWO from the plan worksheet, the last date of the maintenance plan is modified. If the new MWO is removed the date will be modified to the last existing date.

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6| Releasing planned MWOs

The MWOs can be consulted from the option "Preventive Maintenance Orders". Both the ones created from the MWO plan worksheet as well as those created manually by a worker.

You can access to the details of any MWO shown on the screen by choosing the option "View".

Below, some of the fields whose meaning may not be obvious are explained.

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Status: Status of the MWO: it could be Planned, Released or Closed.

Plan/Procedure No.: It indicates the number of the plan from which the MWO was created. This is only displayed if the MWO was generated from the worksheet plan.

Description: Copies the description of the plan from which the MWO was created.

Corrective flag: This indicates if the MWO is preventive or corrective.

Created by: The user ID of the person who created the MWO.

The subheading “MWO Activity Line" contains the details of each of the activities defined in the maintenance action. The following fields are displayed:

Worker Code and Name

Worker Code and Description

Planned time

Duration: Conversion of the planned times to units of months, weeks, days.

Critical: Indicates whether the corresponding activity is deemed critical.

Starting date and time

Estimated cost

Real cost: Sum of the actual costs of the activities already carried out.

The section "Moments" contains the following fields:

Planned Starting Date and Time

Planned Ending Date and Time

The section "Time" contains the following fields:

Total Planned Time: This is the sum total of the time for all the different activities of the MWO.

Total Planned Duration: This is the sum total of the time in the critical path.

Total Posted Time: The sum total of time attributed to the MWO.

From the option "Planned Consumptions" and "Guidelines" which can be found in the tab "Navigate” you can see the consumptions, tools, measurements and instructions to be carried out for this MWO.

In the MWO lines, the starting date and time can be modified as long as the MWO was planned, or was released without any item. Also, the expected cost of the activity will be calculated, which is the unit cost of the worker multiplied by the number of hours planned to perform the task.

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When you create a MWO manually his status is planned. It is not possible to relate it with a “plan it comes from”. If you want to get a new MWO related with a plan number, you must create the MWOs from the Preventive MWOs Worksheet Plan.

Planned MWOs can be removed. In this case, the last date of the plan which the MWO belongs to is calculated. Released MWOs can only be removed if there is no item registered on them.

From the option "Change Status" on the options bar of the "Home" and "Actions" tab, the planned MWO can be printed, and the status can be changed from Planned to Released. When changing the status of the MWO, the user has the option of printing the MWO data.

Once in released MWOs, the user can see how, as the different items, either activities or consumptions, are imputed into the MWO it will update the actual costs of the activity or consumption. There is a statistics screen, visible from the option "Statistics" in the "Navigate" tab, where these data can be visualised. This form enables you to observe the difference between the expected costs and the actual costs of the order.

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7| Corrective procedures

While carrying out the daily activities involved in the production process, machine failure or breakdown can occur.

Some of these failures or breakdowns are sporadic and unforeseen, but others may repeat. If this is the case, a protocol of standard practice can be established to solve the problem.

The application has features to manage both cases mentioned above. As in the preventive plans, in the corrective procedures the following are defined: the activities, the personnel who carry out the tasks, the consumption of materials and replacement parts, the tools, the instructions necessary and the measures to be taken.

Definition of corrective procedures

To define these procedures: Go to the menu "LIMA Maintenance", submenu "Design" and choose the option "Corrective Procedures." This form is made up of a header, where general data for the maintenance plan can be entered, and lines to specify the activities and the corresponding workers.

The operation is equivalent to that which is carried out in the definition of preventive plans.

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Creation of corrective MWOs

To access corrective MWOs, go to the tab "Corrective Maintenance Orders" from the main sub menu "Maintenance Orders".

Corrective MWOs are generated manually by the supervisor by choosing the option "New" on the options bar on the "Home" and "Actions" tab.

The corrective MWOs are created in a simple way as soon as there is an incident or breakdown in the machine. They can be created either by "starting from zero" or by indicating a corrective procedure code which is used as a "template" to create the order.

In the window "Create Corrective MWO" the following fields are available:

Machine: This is the code of the machine upon which the MWO is to be performed.

Template: Default dataset to indicate in the MWO. This is used to speed up the creation of the MWO for those failures which are produced repeatedly. The application allows for the choosing of a defined corrective plan.

Worker: The code of the worker who will carry out the corrective maintenance.

Activity: This is the code of the activity which will be carried out in the maintenance.

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Planned time: The amount of time that the defined activity is expected to take.

Fault area: The area where the failure or breakdown has occurred.

Symptom: The symptom detected from the failure or breakdown.

Fault: This is the code of the failure or breakdown in the equipment.

Priority: This can be assigned a value from 0 to 9. 0 is an urgent priority, and 9 is the least urgent.

With this data, a corrective MWO is created, with a header and lines of activity.

On pushing the "Create" button, the new corrective MWO is created in release status and a new corrective MWO report is printed.

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8| Work Reports

Journal of Activities

This journal allows the maintenance operators to report on all the activities which they are carrying out. To access this form, go to the main submenu "Journals", "Activity Journal".

The worker, with the help of the AssistButton will assign the MWO No. where he will report the activities that are carried out.

The system automatically calculates the machine upon which the maintenance will be carried out. To make data introduction shorter, if the activity to be registered is one of the activities specified in the MWO, the worker can choose the line of activity carried out and the activity field is automatically populated with the description. Otherwise, the description of the activity should be specified. In both cases you also need to specify, in the field "Duration", the time employed carrying out the activity. If the activity is completed, it must be specified in the field Flag "Finished".

Once all the activity data has been entered, the journal must be registered. To do this, click on the option "Register" which can be found on the options bar of the "Home" and "Actions" tab.

Once the lines of the journal have been registered, the worker is required to register the consumption of materials. But consumptions can also be registered later.

Consumptions Journal

You can access the MWO Consumption Journal by selecting this option in the “Journals” main submenu. Here, you can register all the materials consumed in the maintenance tasks.

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For each MWO, the code of the maintenance product and the quantity consumed is registered. The warehouse can also be specified. The amount of the "Consumption Cost" is taken from the product data sheet. However, this amount can be modified.

Both registering activities and registering consumptions generate movements of MWO which are visible in the released MWOs worksheet.

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9| Closing an MWO

Once the MWO is completed and the activities with their corresponding times have been carried out, the next stage is closing the MWO. To do this, select the main submenu “Maintenance Orders” and then the option: "Preventive Maintenance Orders". Once the application shows the orders, select the MWO which you want to close and click on the option "Change Status" which can be found on the options bar of the "Home" and "Actions" tab.

To check the data of the MWO that has just been closed, go to the submenu "History" and select "Closed MWOs" and go to the last MWO in the form. This information can also be accessed by double clicking on the desired order in the MWO list.

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The MWO card contains the following fields (among other):

Purchase Invoice No.: The invoice corresponding to the service in the case of the activity being carried out by a subcontractor.

Real duration: This is the time that elapsed from the starting date and time to the ending of the MWO.

It is not possible to modify the data on closed MWOs.

It is possible, however, to see the different transactions posted on the closed MWO, including both activities and registered consumption. This is possible from the closed MWO form, which can be accessed by selecting on the options bar, in the NAVIGATE tab.

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10| Calculating the necessary materials

From the "Maintenance Request Worksheet" it is possible to calculate the necessary materials required for maintenance. To open the "Maintenance Request Worksheet", choose the option "Maintenance Request Worksheet" from the main submenu "Journals".

The user can input the data manually or automatically by choosing the option "Calculate Plan..." on the options bar in the “Actions” tab. This functions in the same way as the maintenance plan worksheet. The system will complete the request worksheet with those products where necessity is greater than availability. The necessity is the quantity needed for the MWO plus the amount in stock, and the availability is what is in existence plus the amount necessary to be purchased.

The system only calculates the request worksheets for maintenance products.

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11| Calculating the subcontracting worksheet

This new function allows to automatically generate purchase orders for providers of MWOs which are assigned to subcontractors.

To access this function, go to the option "Subcontracting Worksheet" on the main "Journals" menu. From there access the sub contraction section.

On the tab "Actions", select the option "Calculate Subcontracts", here you can consult all the MWOs with status Released , which have no items registered and have been assigned to a subcontracted worker.

To generate the corresponding purchase invoices, go once more to the "Actions" tab and choose the option "Create Purchase Invoices". Both the orders and the invoices will be created.

Previously, in the “Maintenance Worker Card”, the option “Subcontract” must have been defined in the field “Type”. And the fields “Vendor No.” and “Account No.” must have been filled in too.

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12| Worker tasks

The system allows you to view the different tasks to be carried out by each worker. In the tab "Home" in the worker card, the button "Load" opens a screen where you can choose the granularity to be used to check the work load.

The screen shows, summed up to the selected granularity, the hours assigned, the hours available and the real number of hours of workload.

By clicking on the amount of hours in the “Allocated Quantity” field, you can see the detailed MWOs corresponding to the amount of hours shown.

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From this screen, the user can monitor the different activities each worker must perform. These activities correspond to the activities of the planned and released MWOS, but not the finished ones.

At any moment, the supervisor can modify the data of any line as desired, as long as the MWO which this line belongs to is in a planned status, in other words, a released MWO without registered items.

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13| Maintenance costs

Consulting costs

The application provides the user with detailed information about the costs of material consumption, labour costs and subcontracted services for a specific machine and a given period of time.

Choosing “Cost Hierarchy” in the actions bar, of the “Home” tab in the “Machines” card accesses this function.

It can also be accessed by choosing the option "Cost Hierarchy" from the actions bar, in the "Home" tab, in the option "Machines" from the main submenu "Design", by choosing one of the machines in the list.