USERS GUIDE

6 . 0 S Q L S E R V E R E D I T I O N

Datastream Systems, Inc. is the sole owner of this documentation and may change this documentation withoutissuing notice. No person or entity may reproduce or transmit any part of this documentation without writtenpermission from Datastream Systems, Inc.

2004 Datastream Systems, Inc. All rights reserved.

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Datastream Systems, Inc.50 Datastream PlazaGreenville, SC 29605

Printed in the United States of America.January 2004MP2 Enterprise 6.0 SQL Server Edition Users Guide2050-000021-0000-0 Rev. B

III

CONTENTS

1 Introduction ..........................................................................................................1New Features .............................................................................................................................................2MP2 Modules .............................................................................................................................................4MP2 Documentation Set ............................................................................................................................6

Organization ............................................................................................................................................6Conventions ............................................................................................................................................6Adobe Acrobat Files ...............................................................................................................................7

MP2 Wizards ..............................................................................................................................................7MP2 Sample Data ......................................................................................................................................7Tips of the Day ...........................................................................................................................................7MP2 Help ....................................................................................................................................................8

2 Basics..................................................................................................................9Starting MP2 .............................................................................................................................................10Operating the MP2 Main Window ...........................................................................................................11

Menu Bar ...............................................................................................................................................11Quick Access Bar .................................................................................................................................12Toolbar ..................................................................................................................................................12Hot Keys ................................................................................................................................................14Keyboard Shortcuts ..............................................................................................................................14

Customizing the MP2 Desktop ................................................................................................................15Customizing Field and Form Colors ....................................................................................................15Customizing the Quick Access Bar .....................................................................................................16Customizing the Toolbar ......................................................................................................................17

Data Entry .................................................................................................................................................18Printing Data Collection Forms ............................................................................................................18Guidelines for Entering Data ................................................................................................................18Entering Data in Sequence ..................................................................................................................18

Forms ........................................................................................................................................................20Form Toolbar .........................................................................................................................................21Switching Among Open Forms ............................................................................................................22

IV CONTENTS

Opening Previously Opened Forms ....................................................................................................22Viewing Information in List View and Record View ............................................................................22Selecting Items .....................................................................................................................................24Saving the Layout of Forms .................................................................................................................24Closing Forms and Dialog Boxes ........................................................................................................25

Records ....................................................................................................................................................25Inserting Records ..................................................................................................................................25Editing Records .....................................................................................................................................26Copying and Pasting Records .............................................................................................................26Searching for Records ..........................................................................................................................27

Customizing Searches ...................................................................................................................27Filtering Records ...................................................................................................................................28

Defining New Filters .......................................................................................................................28Modifying Filters .............................................................................................................................30Applying and Removing Filters .....................................................................................................30Deleting Filters ...............................................................................................................................30

Sorting Records ....................................................................................................................................31Sorting Records by an Individual Field .........................................................................................31Sorting Records by Multiple Fields ...............................................................................................31

Attaching Multimedia Files ...................................................................................................................32Deleting Records ..................................................................................................................................32Record Locking .....................................................................................................................................33

Fields ........................................................................................................................................................33Entering Information into Fields ...........................................................................................................34Adding Information to User-defined Fields .........................................................................................34Rearranging and Resizing Fields ........................................................................................................35Entering Dates into Fields ....................................................................................................................35Entering Times into Fields ....................................................................................................................36

Lookup Forms ..........................................................................................................................................36Selecting Values from Standard Lookup Forms .................................................................................36Selecting Values from Multiple-record Lookup Forms .......................................................................37

Changing the Home Site, Purchasing Center, and Warehouse ...........................................................38Saving Files ..............................................................................................................................................39Exiting MP2 ...............................................................................................................................................40

3 Labor ................................................................................................................. 41Entering Initial Labor Information ............................................................................................................42Creating Employee Records ...................................................................................................................42

Adding Employee Information ..............................................................................................................42Adding Training Information .................................................................................................................43Adding Wage Information .....................................................................................................................44

Entering Attendance Exceptions .............................................................................................................45Purging Timekeeping Records ................................................................................................................46

CONTENTS V

4 Vendors and Manufacturers ................................................................................... 47Entering Initial Vendor Information ..........................................................................................................48

Creating Vendor Lists ...........................................................................................................................48Entering Exchange Rate Information ..................................................................................................48Entering Tax Information ......................................................................................................................49

Creating Vendor Records ........................................................................................................................51Adding Vendor Information ..................................................................................................................51Adding Items Supplied by Vendors .....................................................................................................52Specifying the Ordering Method ..........................................................................................................52Adding Vendor Notes ...........................................................................................................................53Adding Representative Information .....................................................................................................54

Viewing Active Purchase Orders ............................................................................................................55Viewing Purchase Order Statistics .........................................................................................................55Creating Manufacturer Records ..............................................................................................................56

Adding Manufacturer Information ........................................................................................................56Adding Manufacturer Notes .................................................................................................................57

5 Equipment .......................................................................................................... 59Entering Initial Equipment Information ....................................................................................................60Creating Location and Sub-location Records ........................................................................................60Creating Equipment Records ..................................................................................................................62

Adding Equipment Information ............................................................................................................62Adding Financial Information ...............................................................................................................63Adding Safety Information ....................................................................................................................64

Managing Spare Parts .............................................................................................................................64Creating Spare Parts Lists ...................................................................................................................64Adding Spare Parts Lists to Equipment Records ...............................................................................65Updating Spare Parts Lists ..................................................................................................................66Viewing Spare Parts Availability ..........................................................................................................67

Recording Meter Readings ......................................................................................................................68Adding Meter Information .....................................................................................................................68Updating Meter Readings ....................................................................................................................69

Creating Component Hierarchies ............................................................................................................70Managing Service Contracts ...................................................................................................................72

Creating Service Contract Records .....................................................................................................72Adding Service Contracts to Equipment Records ..............................................................................73Recording Service Contract Payments ...............................................................................................73Viewing Equipment Covered Under Service Contracts .....................................................................74

Creating Nameplates and Equipment Variables ....................................................................................75Creating Nameplate Records ..............................................................................................................75Entering Nameplate Information ..........................................................................................................76Creating Equipment Variable Records ................................................................................................77Entering Equipment Variable Information ...........................................................................................78Editing and Viewing Nameplates and Equipment Variables ..............................................................78

VI CONTENTS

Analyzing Equipment Failure ...................................................................................................................79Creating the Equipment Failure Tree ..................................................................................................79

Adding Reasons and Sub-reasons for Outage ............................................................................79Adding Solutions ............................................................................................................................80

Navigating the Equipment Failure Tree ...............................................................................................80Modifying the Equipment Failure Tree ................................................................................................82Troubleshooting Equipment Failure .....................................................................................................82

Calculating Equipment Maintenance Costs ...........................................................................................83Calculating Total Equipment Costs .....................................................................................................83Calculating Asset Values .....................................................................................................................84

Viewing Equipment History .....................................................................................................................85

6 Inventory ............................................................................................................ 87Entering Initial Inventory Information ......................................................................................................88Creating Inventory Records .....................................................................................................................88

Adding Inventory Information ...............................................................................................................88Adding Stock Information .....................................................................................................................89Adding Ordering Information ................................................................................................................90Editing Unit Cost Information ...............................................................................................................91Specifying Substitute Items ..................................................................................................................92Assigning Vendors to Items .................................................................................................................92Adding Specifications and Notes .........................................................................................................93

Receiving Inventory Items .......................................................................................................................94Viewing Inventory Availability ..................................................................................................................95Printing Inventory Item Labels .................................................................................................................96Checking Out Inventory Items .................................................................................................................96Returning Inventory Items .......................................................................................................................98Checking Out and Returning Multiple Inventory Items ..........................................................................99Adjusting Stock Levels ...........................................................................................................................100Moving Items Within a Warehouse .......................................................................................................101Moving Items Between Warehouses ....................................................................................................101Counting Inventory .................................................................................................................................102

Step 1: Printing Counting Sheets and Counting Inventory ..............................................................102Step 2: Entering and Posting Counts ................................................................................................103Step 3: Printing the Adjustment Report .............................................................................................104

Viewing Reserved Parts ........................................................................................................................104Viewing Warehouse Information ...........................................................................................................105Calculating Inventory Usage .................................................................................................................105Calculating Inventory Costs ..................................................................................................................106Performing ABC Analysis ......................................................................................................................106

Classifying Inventory Items ................................................................................................................107Interpreting ABC Analysis Reports ....................................................................................................108

Performing EOQ Analysis .....................................................................................................................108Viewing Inventory Transaction History .................................................................................................110

CONTENTS VII

7 Scheduling........................................................................................................ 113Scheduling Sites ....................................................................................................................................114

Specifying the Normal Site Work Week ............................................................................................114Specifying Site Scheduling Exceptions .............................................................................................115

Scheduling Employees ..........................................................................................................................116Specifying Regular Employee Hours ................................................................................................116Specifying Single-Day Employee Scheduling Exceptions ...............................................................116Specifying Multiple-Day Employee Scheduling Exceptions .............................................................117

Recording Equipment Downtime for Reference ...................................................................................118Scheduling Work Orders .......................................................................................................................119

Projecting the Work Order Schedule .................................................................................................119Viewing the Work Order Schedule ....................................................................................................120Scheduling, Rescheduling, and Unscheduling Work Orders ...........................................................121Viewing Labor Utilization ....................................................................................................................122Assigning Labor to Work Orders .......................................................................................................123Filtering Labor Information .................................................................................................................124Printing Work Orders ..........................................................................................................................124

8 Tasks............................................................................................................... 125Planning Preventive Maintenance Systems .........................................................................................126

Planning In-Service Tasks .................................................................................................................126Planning Multiple-Equipment Tasks ..................................................................................................126Planning Shadowed Tasks ................................................................................................................127Planning Metered Tasks ....................................................................................................................129

Scheduling Tasks by One Meter .................................................................................................129Scheduling Tasks by Multiple Meters .........................................................................................129Scheduling Tasks by Meter and Date .........................................................................................129

Creating Task Instruction Lists ..............................................................................................................130Creating Task Records ..........................................................................................................................131

Adding Task Information ....................................................................................................................131Adding Detailed Information ...............................................................................................................133Adding Parts Information ....................................................................................................................134Adding Shadow Information ...............................................................................................................134

Recalculating Labor Hours ....................................................................................................................135Recalculating Task Durations ...............................................................................................................136Projecting Tasks for the Year ................................................................................................................137

9 Work Requests .................................................................................................. 139Creating Tenant Records ......................................................................................................................140Creating and Submitting Call-in Requests ...........................................................................................141Scheduling Call-in Requests .................................................................................................................142Viewing Tenant Request Status ............................................................................................................143Creating On-site Request Records .......................................................................................................144Approving On-site Requests .................................................................................................................145Editing On-site Request History ............................................................................................................145Removing On-site Request History ......................................................................................................146

VIII CONTENTS

10 Work Orders ...................................................................................................... 147Entering Initial Work Order Information ................................................................................................148Generating Work Orders .......................................................................................................................148

Selecting Records for Generation .....................................................................................................150Sorting Records for Generation .........................................................................................................150Projecting Available Craft Hours ........................................................................................................151Selecting Work Orders to Release ....................................................................................................152Determining Scheduled Start Dates ..................................................................................................153

Creating Project Records ......................................................................................................................154Creating Work Order Records ...............................................................................................................154

Adding Work Order Information .........................................................................................................155Adding Equipment and Location Information ....................................................................................156Adding Employee Labor Information .................................................................................................156Adding Contract Labor Information ....................................................................................................157Adding Required Parts .......................................................................................................................158Adding Scheduling Information ..........................................................................................................158Adding Comments ..............................................................................................................................159

Refreshing Work Priority ........................................................................................................................160Printing Work Orders .............................................................................................................................160

Printing Individual Work Orders .........................................................................................................160Printing Multiple Work Orders ............................................................................................................161

Updating Information Before Closing ....................................................................................................162Updating Individual Work Orders ......................................................................................................162Updating Multiple Work Orders .........................................................................................................163Updating Meter Readings ..................................................................................................................163Updating Contract Labor Information ................................................................................................164

Viewing Work Order Costs ....................................................................................................................165Closing Work Orders .............................................................................................................................165

Closing Individual Work Orders .........................................................................................................166Closing Multiple Work Orders ............................................................................................................166

Editing Work Order History ....................................................................................................................167Calculating Work Order Productivity .....................................................................................................167Exporting Work Orders to Microsoft Project .........................................................................................168

Step 1: Exporting Work Orders to Comma Delimited Files .............................................................168Step 2: Importing Comma Delimited Files into Microsoft Project ....................................................169

Table Relationships .....................................................................................................................170Sample Imported Files .................................................................................................................171Inserting the Text 1 Column (Optional) .......................................................................................172

Step 3: Updating the Microsoft Project Export Table Format (Optional) ........................................17211 Quotations ........................................................................................................ 175

Generating Quotations ...........................................................................................................................176Creating Quotation Records ..................................................................................................................177

CONTENTS IX

Printing Quotations ................................................................................................................................179Printing Individual Quotations ............................................................................................................179Printing Multiple Quotations ...............................................................................................................179

Generating Requisitions from Quotations ............................................................................................179Purging Quotations ................................................................................................................................180

12 Requisitions...................................................................................................... 181Guidelines for Generating Requisitions ................................................................................................182Generating Requisitions ........................................................................................................................182Creating Requisition Records ...............................................................................................................183Calculating Requisition Costs ...............................................................................................................185Managing Requisition Approval ............................................................................................................185

Pre-approving Requisitions ................................................................................................................186Approving Requisitions .......................................................................................................................187Unapproving Requisitions ..................................................................................................................187

Selecting the Purchasing Vendor ..........................................................................................................187Printing Requisitions ..............................................................................................................................188

Printing Individual Requisitions ..........................................................................................................188Printing Multiple Requisitions .............................................................................................................188

Adding Requisition Line Items to Purchase Orders .............................................................................189Removing Requisition Line Items from Purchase Orders ...................................................................190Viewing Receipt Information ..................................................................................................................190Viewing Return Information ...................................................................................................................191

13 Purchase Orders ................................................................................................ 193Entering Initial Purchase Order Information .........................................................................................194Generating Purchase Orders ................................................................................................................194Creating Purchase Order Records .......................................................................................................195

Adding Purchase Order Information ..................................................................................................195Adding Line Item Information .............................................................................................................196Adding Order Information ...................................................................................................................197Editing Purchase Order Addresses ...................................................................................................198Adding Tax Information ......................................................................................................................199

Creating Blanket Purchase Orders .......................................................................................................200Step 1: Setting Up Blanket Purchase Orders ...................................................................................200Step 2: Generating Requisitions for Blanket Purchase Orders .......................................................200Step 3: Approving Requisitions for Blanket Purchase Orders .........................................................201Step 4: Generating Blanket Purchase Orders ..................................................................................201

Changing the Purchase Order Status ...................................................................................................202Calculating Purchase Order Costs .......................................................................................................203Printing Purchase Orders ......................................................................................................................203

Printing Individual Purchase Orders ..................................................................................................204Printing Multiple Purchase Orders .....................................................................................................204

Faxing Purchase Orders ........................................................................................................................205Step 1: Installing the Fax Program ....................................................................................................205Step 2: Entering the Fax Program Name ..........................................................................................205

X CONTENTS

Step 3: Setting up Vendor Information ..............................................................................................205Step 4: Faxing Purchase Orders .......................................................................................................205

Receiving Line Items .............................................................................................................................206Returning Line Items ..............................................................................................................................208Setting the Invoice Number ...................................................................................................................209Viewing Line Item Status .......................................................................................................................209Viewing Line Item Status Audit History ................................................................................................210Viewing Purchase Order Revisions ......................................................................................................211Closing Purchase Orders ......................................................................................................................212

Closing Individual Purchase Orders ..................................................................................................212Closing Selected Purchase Orders ...................................................................................................213Closing Completed Purchase Orders ................................................................................................213

Editing Purchase Order History ............................................................................................................214Editing Purchase Order Receipt History ...............................................................................................214

14 Asset Management............................................................................................. 217Entering Initial Asset Information ..........................................................................................................218Generating Asset Locations ..................................................................................................................218Creating Asset Location Records .........................................................................................................219Generating Asset Numbers ...................................................................................................................219Creating Asset Records .........................................................................................................................220Viewing Assets for Each Location .........................................................................................................221Counting Assets .....................................................................................................................................221

Step 1: Printing Counting Sheets ......................................................................................................221Step 2: Entering and Posting Counts ................................................................................................222Step 3: Printing the Adjustment Report .............................................................................................222

15 Budgeting ......................................................................................................... 223Analyzing Budgets .................................................................................................................................224Printing Budget Reports and Graphs ....................................................................................................225Clearing the Current Budget ..................................................................................................................225

16 Statistical Predictive Maintenance ........................................................................ 227Creating SPM Records ..........................................................................................................................228Recording SPM Readings .....................................................................................................................230Generating Work Orders Using SPM Limits .........................................................................................231Viewing Daily Averages .........................................................................................................................232Calculating Means and Standard Deviations .......................................................................................232Purging SPM Readings .........................................................................................................................233

17 Reports, Graphs, and Labels................................................................................ 235General Procedures for Reports, Graphs, and Labels ........................................................................236

Selecting Reports, Graphs, or Labels ...............................................................................................236Specifying Page Layout and Print Information .................................................................................236Selecting Records ...............................................................................................................................238Sorting Records ..................................................................................................................................239Selecting the Sites, Purchasing Centers, or Warehouses ...............................................................240

CONTENTS XI

Previewing Report, Graph, and Label Data ......................................................................................240Previewing Reports and Labels .........................................................................................................241Changing the Printer ...........................................................................................................................241Printing Reports, Graphs, and Labels ...............................................................................................242Exporting Reports, Graphs, and Labels ............................................................................................242Emailing Reports, Graphs, and Labels .............................................................................................243Opening Existing Reports, Graphs, and Labels ...............................................................................245

Reports ...................................................................................................................................................245Selecting Report Fields ......................................................................................................................246Customizing Report Headers and Footers .......................................................................................247Report List ...........................................................................................................................................247

Assets ...........................................................................................................................................247Equipment .....................................................................................................................................248Inventory .......................................................................................................................................250Labor .............................................................................................................................................252Purchasing ....................................................................................................................................253Scheduling ....................................................................................................................................255Statistical Predictive Maintenance ..............................................................................................257Tasks ............................................................................................................................................257Work Requests .............................................................................................................................258Work Orders .................................................................................................................................261

Graphs ....................................................................................................................................................264Selecting the Graph Type ..................................................................................................................264Specifying Graph Options and Titles .................................................................................................265Previewing Graphs .............................................................................................................................266Graph List ............................................................................................................................................266

Scheduling ....................................................................................................................................266Statistical Predictive Maintenance ..............................................................................................267Work Requests .............................................................................................................................267Work Orders .................................................................................................................................268Work Order Analysis and Inventory Analysis .............................................................................268Equipment .....................................................................................................................................269

Labels .....................................................................................................................................................269Modifying Label Layouts ....................................................................................................................269Selecting Label Formats ....................................................................................................................270Customizing Label Dimensions .........................................................................................................271

Work Order Analysis and Inventory Analysis Graphs .........................................................................272Analysis Types ....................................................................................................................................272

Pareto ............................................................................................................................................272Time Series ..................................................................................................................................273Categorical ....................................................................................................................................274Histogram .....................................................................................................................................274

Creating Inventory Analysis and Work Order Analysis Graphs .......................................................275

XII CONTENTS

Appendix A: Field Definitions...................................................................................... 277

Appendix B: Filter Operators ....................................................................................... 323

Appendix C: Forms and Dialog Boxes ........................................................................... 325Forms ......................................................................................................................................................325Dialog Boxes ..........................................................................................................................................327

Glossary.................................................................................................................. 331

Index...................................................................................................................... 341

11 ! INTRODUCTION

MP2 is an enterprise asset management (EAM) software application that controlsmaintenance operations. MP2 allows for long-term growth of any size operation. WithMP2, either create work orders immediately, or completely build the database beforecreating work orders, optimizing the programs work order generation and reportingcapabilities.

IN THIS CHAPTER! New Features

! MP2 Modules

! MP2 Documentation Set

! MP2 Wizards

! MP2 Sample Data

! Tips of the Day

! MP2 Help

2 1 ! INTRODUCTION

New FeaturesThis list describes the new features added for this version of MP2.

Global! Support for Microsoft SQL Server 7.0 only! Support for Microsoft Windows 2000

! Site-specific records

! Use of temporary tablespace for reports and procedures

! Record count capability

! WAN performance improvement

! Applications Programming Interface (API)Additional API for labor, which iscalled Human Resource Interface (HRI)

! Ditto toolbar buttonCopy data from the previous records field when MP2displays information in a tabular format.

! MP2 DesignerCreate new tables and add fields to MP2 tables. Create new formsand add fields to these forms so that you can view, insert, delete, or update data.

! Euro Currency ConversionSet up your database for compatibility with theEuropean Unions currency.

! iProcure toolbar buttonInvoke a menu from which you can access one ofDatastreams new electronic commerce interfaces: BizSurplus, SpotBuy, andiProcure, as well as an option to access Datastreams website.

Installation! Multi-site use of a single MP2 installation across a WAN

! Automatic client upgrade

Security! Two-level, multi-site security

! Customization of user-added required fields

! Security reports

! Quick role assignment option

Equipment! View option for nameplates and equipment variables

! Performance improvement for the Location lookup and Failure Analysis forms

1 ! INTRODUCTION 3

Inventory! Multimedia file attachments to vendor records

! User-defined fields for vendor records

! Expanded field lengths for Vendor ID, vendor Name, and Payment Terms

! Warehouse inventory control

! Validation of inventory locations

! Additional account codes for inventory records

Work Orders! Site-specific projects! User-defined fields for work orders

! Generation of work orders for multiple-equipment in-service tasks for each in-service equipment

! Batch work order update

! Option to include RFO (Reason for Outage) code at the work order level! Creation of new work order records by copying work order history records

! Enhanced movement of spare quantities into the reserved field

Purchasing! Multi-site purchasing control

! Multimedia file attachments to quotation, requisition, and purchase order records

! Creation of new purchase order records by copying purchase order history records

! Zero Quantity and Cost function to clear all line item quantities and costs

Reports, Graphs, and Labels! Performance improvement for several equipment reports

! Reports for on-time delivery of work orders, by craft and by employee

! Performance improvement for several work order reports

! Purchasing Commitment report

! Performance improvement for the Purchasing Item Journal report

! Option to print duplicate labels per page

Utilities! Customization of audit trail; track changes to any MP2 record

! Removal of obsolete temporary data and views

4 1 ! INTRODUCTION

! Inventory cost import

! Cost calculation for open purchase orders and requisitions

Add-Ons! BarcodeLocation-based work orders; addition of site, warehouse, and purchasing

center; workflow improvement

! PagerLinkPaging for creation, approval, and/or deletion of on-site requests

! MP2 Financial Interface

! Interface with other EAM packages

MP2 ModulesThis table outlines MP2 modules.

Modules DescriptionAssets Track location and quantities of all assets, not just those assets

requiring maintenance.

Refer to Chapter 14: Asset Management.

Budget Track projected and actual costs, and then analyzediscrepancies between these costs.

Refer to Chapter 15: Budgeting.

Equipment Create records for each of your sites equipment so that youmay track equipment maintenance and costs.

Refer to Chapter 5: Equipment.

Inventory Create vendor records for the companies from which you orderparts and equipment and create manufacturer records for thecompanies that build the parts and equipment. Create inventoryrecords for all parts used to maintain the sites equipment.Store parts in multiple warehouses, and check out parts toemployees, equipment, work orders, cost centers, or locations.

Refer to Chapter 4: Vendors and Manufacturers and Chapter6: Inventory.

Labor Track the number of labor hours and the cost of labor for eachmaintenance task in two waysby craft or by employee. Youmay track employee attendance exceptions (overtime, vacation,etc.), and you may monitor employee training and skill levels.Refer to Chapter 3: Labor.

1 ! INTRODUCTION 5

Modules DescriptionPurchasing Create quotations to request item prices from vendors, and then

generate requisitions from selected quotations and from itemsin inventory which have reached their reorder points. Approverequisitions, and then generate purchase orders from theserequisitions. Receive ordered items to stock, cost centers,employees, work orders, or equipment.

Refer to Chapter 11: Quotations, Chapter 12: Requisitions, andChapter 13: Purchase Orders.

Scheduling Specify the normal workweek and exceptions for the site andeach employee. You may view the current and projectedworkload in the Work Order Scheduling form and adjust theworkload as necessary.

Refer to Chapter 7: Scheduling.

Statistical PredictiveMaintenance

Set up a predictive maintenance program to identify equipmentreadings that are outside control limits, alerting you to schedulemaintenance before equipment breaks down. You may basethese controls either on manufacturers specifications or on theequipments performance history.

Refer to Chapter 16: Statistical Predictive Maintenance.

Tasks Schedule tasks (by meter or by date) that your site performsrepeatedly, and MP2 automatically generates work orders forthe tasks each time they are due.

Refer to Chapter 8: Tasks.

Work Requests Create call-in requests for tenants requesting service, and allowcompany employees to submit on-site requests. MP2 tracks thestatus of submitted call-in requests and stores on-site requestsin on-site request history.

Refer to Chapter 9: Work Requests.

Work Orders Create work orders for unscheduled work, or generate workorders for due tasks. You may print work orders for referencewhile completing the work. You may then specify parts andlabor used for the work.

Refer to Chapter 10: Work Orders.

6 1 ! INTRODUCTION

MP2 Documentation SetThis section outlines the organization and conventions for the MP2 documentation set.

OrganizationThe complete set of MP2 documentation consists of these guides.

Guide Intended Audience ContentsSystemAdministratorsGuide

network administrator,MP2 administrator,programmers

Information concerning MP2installation, data entry planning,security, MP2 setup and maintenance,as well as information necessary forcreating interfaces between MP2 andother software packages

Users Guide MP2 users Procedures for all of MP2s modularfunctions, e.g., Equipment, Inventory,Purchasing, Tasks, Work Orders, etc.

Add-On Guide MP2 users with add-on products

Procedures for all functions associatedwith MP2s add-on products, e.g.,Barcode, OSHA Regulations, etc.

Quick Start Guide MP2 maintenancemanagement users

Procedures for quickly creating workorders in MP2

ConventionsThis table lists the conventions for the MP2 documentation set.

Convention Explanation

Times New Roman (Bold) FieldsHelvetica Menu or drop-down list options

Helvetica Condensed (Bold) Buttons

Times New Roman (Bold, Italics) Used to stress a point or for defined termsTIMES NEW ROMAN (UPPER CASE) Keyboard keys and data examplesCourier New Text that must be typed

Tip Additional information

Important Information that you should read beforecontinuing

Caution Information vital to the integrity of theMP2 system

1 ! INTRODUCTION 7

Adobe Acrobat FilesIf you need additional copies of the documentation, the System Administrator can accessand print the Portable Document Format (PDF) files available on the MP2 CD.

MP2 WizardsMP2 wizards teach you to create tasks, work orders, and requisitions by leading youthrough each step.

Follow these steps when accessing MP2 wizards.

1 Choose Tools | Wizards from the menu bar. MP2 lists all available wizards.2 Select the appropriate wizard, and then follow the on-screen steps.

MP2 Sample DataMP2 contains sample data files, which can be loaded by the MP2 system administrator.Use the sample data to learn and practice MP2 procedures before entering live data.Contact your system administrator if you cannot access the sample data.

Tips of the DayWhen you start MP2, the program automatically displays the Tip of the Day dialog boxcontaining an informative, and sometimes humorous, tip for operating MP2 moreefficiently. In addition to reading a single tip of the day at startup, you may access the Tipof the Day dialog box any time MP2 is running.

Follow these steps when accessing and navigating through MP2s tips of the day.

1 Choose Help | Tip of the Day from the menu bar. MP2 displays the Tip of the Daydialog box.

2 Show Tips at StartupSelect to display a tip of the day every time you log intoMP2.

3 Click Next Tip. MP2 displays the next tip of the day.

8 1 ! INTRODUCTION

Tip: Click More Tips to display a list of all tips grouped by subject, and then click Print toprint the entire list of tips.

4 Click OK. MP2 closes the Tip of the Day dialog box.

MP2 HelpAccess MP2s help for quick answers to questions about the program.

You may access MP2 Help in several ways.

! Choose Help | MP2 Help Topics for a complete list of help topics.! Choose Help | Help with Current Form from the menu bar for help with the current

form.

! Click on the toolbar, and then click on the field or object for help with a formfield or object.

! Click on a dialog box title bar, and then click on the field or object for help witha dialog box field or object.

! Choose Help | Tip of the Day from the menu bar to access informative tips foroperating MP2 more efficiently. Refer to Tips of the Day earlier in this chapter.

! Choose Help | Datastreams Web Site from the menu bar to access Datastreamsweb site. Keep abreast of product development and customer services, and send e-mail directly to various Datastream departments, including TechSupport.

Tip: Access Datastreams web page with a web browser, such as Internet Explorer orNetscape.

92 ! BASICS

This chapter describes basic MP2 elements and procedures.

IN THIS CHAPTER! Starting MP2

! Operating the MP2 Main Window

! Customizing the MP2 Desktop

! Data Entry

! Forms

! Records

! Fields

! Lookup Forms

! Changing the Home Site, Purchasing Center, and Warehouse

! Saving Files

! Exiting MP2

10 2 ! BASICS

Starting MP2MP2 runs on a system with Windows 95/98, Windows 2000 Professional, or WindowsNT 4.0 (or higher). If you are unfamiliar with Windows procedures, refer to the Windowsdocumentation before starting MP2.

Follow these steps when starting MP2.

1 Start Windows.

2 Double-click or choose Start | Programs | MP2 6.0 SQL Server Edition |MP2 - database name . MP2 displays the main window if the SystemAdministrator did not set up security; otherwise MP2 displays the Enter Passworddialog box.

3 User IDEnter the code identifying your user login.

4 PasswordEnter your password. Special characters mask your password as youtype it. If you make a mistake, press BACKSPACE to delete characters, and thenretype the password.

5 Click OK. If you have access to only one site, purchasing center, and warehouse,MP2 displays the main window. If you have access to multiple sites, purchasingcenters, and warehouses, MP2 displays the Select Sites/PurchasingCenters/Warehouses to View dialog box.

6 Select the sites, purchasing centers, and warehouses in which to login, and then clickOK. MP2 displays the main window.

2 ! BASICS 11

Operating the MP2 Main WindowMP2s main window contains the title bar, menu bar, toolbar, Quick Access bar, andstatus bar.

The title bar includes the name of the program or form, as well as the minimize/maximizeor help button and the close button. Refer to the Windows documentation for moreinformation on these buttons.

The status bar, used with the Record Count button, displays the number of records in thecurrent form.

Access any MP2 form or procedure by choosing an item from the menu bar or byclicking a button either on the toolbar or on the Quick Access bar.

Menu BarWhen you choose an item from the menu bar, MP2 displays a drop-down menu thatlists main topics for that item. If you choose an item from a drop-down menu that has a

, MP2 displays another menu. Continue choosing menu items until you reach thedestination form or function.

Refer to these descriptions when accessing the MP2 menu bar.

Menu Function

File Opening, saving, and closing forms; printing; exporting and sendingfiles; changing home site; logging out users; and exiting MP2

Edit Entering and editing information; searching for records

View Refreshing, sorting, and filtering information; customizing MP2stoolbar and Quick Access bar

title bar menubartoolbar

QuickAccess

bar

statusbar

12 2 ! BASICS

Menu Function

Tools Accessing Wizards, setting up MP2, managing audit trail information,exporting data, importing equipment and inventory data, maintainingand repairing tables, converting data from previous versions, setting upsecurity, and customizing the MP2 desktop

Activities Entering, processing, and generating information

Graphs Creating, viewing, and printing graphsReports Creating, viewing, and printing reportsWindow Navigating between open windows

Help Accessing MP2 Help, Tips of the Day, and Datastreams web site

Quick Access BarQuick access buttons are shortcuts for opening MP2 forms and reports. MP2displays the Quick Access bar in the center of the main window when you haveno forms open. MP2 moves the Quick Access bar to the left side of the mainwindow when you open a form.

Customize the Quick Access bar to display icons for those functions youperform most often. Refer to Customizing the Quick Access Bar later in thischapter.

ToolbarAccess many of MP2s functions from the toolbar. When you hover the cursor over abutton, MP2 displays a pop-up description of the buttons function. Refer toCustomizing the Toolbar later in this chapter.

2 ! BASICS 13

Refer to these descriptions when accessing the MP2 toolbar.

Button FunctionDisplays a dialog box from which you can open an MP2 form.

Displays a dialog box from which you can open an existing report, graph, orlabel.

Saves the current form layout.

Prints the report associated with the current form.

Displays the report on screen.

Cuts the selected text to the clipboard.

Copies the selected text to the clipboard.

Pastes the text from the clipboard into the current field.

Copies data from the previous records field when MP2 displays informationin a tabular format.

Removes the last edit if you have not moved the cursor from the field.

Copies the current record to the clipboard.

Pastes the copied record from the clipboard.

Removes the changes for the entire record if you have not yet posted therecord.

Refreshes the form, showing all changes that you or other users have made.

Sorts the current form by the current field in increasing order.

Sorts the current form by the current field in decreasing order.

Filters the current form by the current field.

Disables the applied filter on the current form.

Displays a dialog box from which you can search for a record by entering aparticular value in a field.

Searches for the next occurrence of the search value.

14 2 ! BASICS

Button FunctionDisplays, in the status bar, the number of records contained in the currentform.

Invokes the context-sensitive help and changes the cursor to a question markand pointer.

Invokes a menu from which you can access one of Datastreams newelectronic commerce interfaces: BizSurplus, SpotBuy, and iProcure, as wellas an option to access Datastreams website.

Hot KeysWith hot keys you can quickly choose a menu item with the keyboard. Each menu nameand drop-down menu item has one underlined letter that is the hot key for the menu orfunction.

! Access menus by holding down ALT and pressing the underlined letter of the menuname. For example, access the File menu by holding down ALT and pressing F.

! Choose items from a drop-down menu by pressing the underlined letter of the menuitem. For example, after displaying the File drop-down menu, press P to choosePrint.

Keyboard ShortcutsKeyboard shortcuts are keys or key combinations for many MP2 functions. Keyboardshortcuts work only when the menus are not active.

Tip: Keyboard shortcuts that duplicate menu commands appear to the right of thecommands in the menu.

Shortcut FunctionSHIFT+F4 Displays the next page of a form.

SHIFT+F3 Displays the previous page of a form.

CTRL+W andCTRL+F4

Closes the current form.

CTRL+S Saves the current form layout.

CTRL+F6 andCTRL+TAB

Switches among open forms.

TAB Moves the cursor to the next field on a form.

SHIFT+ TAB Moves the cursor to the previous field on a form.

CTRL+Z Removes the last field edit if you have not moved the cursorfrom the field.

F1 Displays help for the current field.

2 ! BASICS 15

Shortcut FunctionCTRL+X Cuts the selected text to the clipboard.

CTRL+C Copies the selected text to the clipboard.

CTRL+V Pastes the text from the clipboard into the current field.

PGUP Displays the previous record in the current form. In List View,it displays the previous page of records (approximately 30records).

PGDN Displays the next record in the current form. In List View, itdisplays the next page of records (approximately 30 records).

CTRL+HOME Displays the first record in the current form.

CTRL+END Displays the last record in the current form.

INSERT Inserts a new record in the current form.

ALT+BACKSPACE Removes the changes for the entire record if you have not yetposted the record.

CTRL+DELETE Deletes the current record.

CTRL+F Displays the Find dialog box with which you can search for arecord using a particular value in a field.

F3 Searches for the next occurrence of the search value.

CTRL+N Displays the New Record dialog box listing all forms. Selectthe form to open, and then click OK.

CTRL+O Displays the Open dialog box from which you can open anexisting report, graph, or label.

CTRL+P Prints the report associated with the current form. MP2 appliesthe current sort and filter to the report.

Customizing the MP2 DesktopCustomize your MP2 desktop by specifying colors for required fields, read-only fields,forms, and dialog boxes; adding your most frequent functions to or deleting unusedfunctions from the Quick Access bar; and specifying whether to display the Toolbar.

Customizing Field and Form ColorsSpecify colors for the text and backgrounds of required and read-only fields and specifycolors or textures for forms and dialog boxes.

Follow these steps when customizing field and form colors.

1 Choose Tools | Options from the menu bar. MP2 displays the Options dialog box.

16 2 ! BASICS

2 Specify MP2 form, field, and dialog box options, and then click OK.

Customizing the Quick Access BarCustomize the Quick Access bar to display buttons for frequently used activities, reports,and graphs. When you open a form, the Quick Access bar moves to the left side of themain window. Once you close the last form, it moves back to the center of the mainwindow. Move the Quick Access bar by clicking on a non-button region of the bar, andthen dragging the bar to the top, bottom, or right border of the window.

Follow these steps when customizing the Quick Access bar.1 Choose View | Quick Access Bar from the menu bar. MP2 displays the Quick

Access Bar dialog box.

2 ! BASICS 17

2 Refer to this table when customizing the Quick Access bar.

Function ProcedureAdd existingbuttons

Select, from the Activities, Reports, or Graphs pages underAvailable, the button to add, and then click .

Create newbuttons

Click New. MP2 displays the New Button dialog box. Specifythe Label for the button, the file name to which it links, andthe icon according to the button type. Click OK.

Move buttons Select, under Selected, the button to move, and then clickto move the button up in the order, or click to move thebutton down in the order.

Remove buttons Select the button under Selected, and then click .

3 Click OK.

Customizing the ToolbarCustomize the toolbar to suit your needs. You may hide the toolbar, enlarge the buttons,or specify whether to display a description of the button (with keyboard shortcuts) whenyou hover the cursor over it.

Follow these steps when customizing the toolbar.

1 Choose View | Toolbar from the menu bar. MP2 displays the Toolbar dialog box.

2 Select one or more of these toolbar options.

! ToolbarSelect to display the toolbar.

! Color ButtonsSelect to display the toolbar buttons in color.! Large ButtonsSelect to display large buttons.

! Show TooltipsSelect to display a description of the button function when youhover the mouse over the button.

! With Shortcut KeysSelect to display the keyboard shortcut with the tooltip.

3 Click OK.

18 2 ! BASICS

Data EntryAfter the System Administrator determines the method of data entry, you can begincollecting data for the system. MP2 provides data collection forms to aid in the datacollection process. Once you have collected the data, follow the guidelines outlinedbelow for entering data.

Printing Data Collection FormsAfter establishing a system for entering information into MP2, print data collection formsto record the information you want to enter in MP2. Photocopy the forms, as necessary.

Follow these steps when printing data collection forms.

1 Choose Help | MP2 Help Topics from the MP2 menu bar. MP2 displays thecontents for MP2 Help.

2 Double-click MP2 Basics, and then double-click Data Collection. Help displays thePrinting Data Collection Forms help topic.

3 Click to display the data collection forms in Adobe Acrobat format.

4 Choose File | Print from the Acrobat Reader menu bar. Acrobat Reader prints theforms.

Guidelines for Entering DataFollow these guidelines when entering information into MP2.

! Enter only uppercase (capital) characters into all fields (except fields likeDescription, Notes, and Comments).

! Enter leading zeros in numeric fields for correct sorting. For example, to sort costcenters 1 through 10 in ascending order, with 9 preceding 10, enter cost centers 1through 9 as 01, 02, 03, etc.

! Enter only letters, numbers, and hyphens in required fields.

Entering Data in SequenceThe System Administrator ultimately decides the order in which you enter data. Use thistable as a guideline, and omit data entry for modules you do not use. This table lists theMP2 module, the records needing data, and the MP2 Users Guide chapter in which youcan find procedures pertaining to the records.

Module Record ChapterAssets Asset Types

Asset Locations

Assets

Chapter 14: Asset Management

2 ! BASICS 19

Module Record ChapterEquipment Equipment Types

Cost Centers

General Ledgers

Departments

Service Contracts

Equipment

Chapter 5: Equipment

Inventory Vendor List

Exchange Rates

Tax Information

Vendors

Manufacturers

Chapter 4: Vendors and Manufacturers

Inventory Types

Accounts

Inventory

Chapter 6: Inventory

Labor Crafts

Attendance Codes

Employees

Chapter 3: Labor

Scheduling Sites

Employees

Production

Chapter 7: Scheduling

Purchasing Purchase OrderTypes

Service Codes

Return ReasonCodes

Chapter 13: Purchase Orders

Tasks Instructions

Tasks

Chapter 8: Tasks

Work Requests Tenants

Call-in Requests

On-site Requests

Chapter 9: Work Requests

20 2 ! BASICS

Module Record ChapterWork Orders Work Order Types

Expense Classes

ProjectsWork Orders

Chapter 10: Work Orders

StatisticalPredictiveMaintenance

StatisticalPredictiveMaintenance

Chapter 16: Statistical PredictiveMaintenance

FormsMP2 displays information in easy-to-read objects called forms.For example, the Inventory form displays inventory information.

Forms consist of records, which consist of fields. Most forms contain at least two pages,List View and Record View, which display information in different formats. Some formscontain multiple pages.

For example, the Inventory form contains seven pages: List View, Record View,Substitute Items, Vendors, Specifications/Notes, Attachments, and User-defined Fields. Italso contains five sub-pages: Stock, Ordering, Usage, History, and Costs.

2 ! BASICS 21

List View, Record View, Attachments, and User-defined Fields are common pages; manyforms contain them. Refer to this table for descriptions of the functions to perform onthese pages.

Page FunctionList View View record information in tabular format. Refer to Viewing

Information in List View and Record View later in this chapter.Record View View record information in single-record format. Refer to

Viewing Information in List View and Record View later inthis chapter.

Attachments Attach multimedia files to records. Refer to AttachingMultimedia Files later in this chapter.

User-defined Fields Add information to customized fields. Refer to AddingInformation to User-defined Fields later in this chapter.

Form ToolbarNavigate among records, add records, and delete records via the form toolbar. Refer toInserting Records and Deleting Records later in this chapter.

Lookup forms contain additional search buttons and the Inventory lookup form contains aunique button that shows the site, location, and quantity of the current item.

Refer to this table for form toolbar functions.

Button FunctionDisplays the first record in the current form.

Displays the previous record in the current form.

Displays the next record in the current form.

Displays the last record in the current form.

Inserts a new record.

Deletes the selected record.

Displays a list of options.

Displays the Find dialog box with which you can search for a record using aparticular value in a field. Available on all lookup forms.

22 2 ! BASICS

Button FunctionSearches for the next occurrence of the search value. Available on all lookupforms.Displays site, location, and quantity of current item when you click and holddown the button. Available on the Lookup -Inventory form and theEquipment form-Spares page.

Tip: You can also navigate among records, insert records, and delete records via thekeyboard. Refer to Keyboard Shortcuts earlier in this chapter.

Switching Among Open FormsYou can have several forms open at one time. MP2 keeps the active form on top of theother open forms.

Follow these steps when switching among open forms.

1 Choose Window from the menu bar. MP2 displays the Window menu, which liststhe open forms.

2 Select the name of the form to make active. MP2 displays the form.

Opening Previously Opened FormsAs in other Windows applications, you may view and open the previous four objects youopened. In MP2, these objects are normally forms.Follow these steps when opening previously opened forms.

1 Choose File from the menu bar. MP2 displays the File menu, which lists the last fouropened forms near the bottom.

2 Select the name of the form to open. MP2 displays the form.

Viewing Information in List View and Record ViewMost forms have two views: List View and Record View. Very simple forms displayinformation only in a List View format.

Tip: You can specify which view, or page, MP2 displays when you open a form. Refer toSaving the Layout of Forms later in this chapter.

List View lists all records in the form. For example, this List View page of the Inventoryform displays a list of all inventory items for the warehouses to which you have access.

2 ! BASICS 23

Use List View to quickly locate a specific record or to enter, view, or edit information onmany records at one time, in one location.

Record View displays the record selected in List View. For example, this Record Viewpage displays information concerning the selected inventory item.

All information on the Record View page and on all other pages of the form, except ListView, relates to the selected record. Use Record View to view, enter, and editinformation in records.

24 2 ! BASICS

Selecting ItemsWhen opening certain forms, MP2 gives you the opportunity to select items from anavailable list of items. Most often, the area on the left is a list of available items and thearea on the right is a list of selected items. In this example, you have the opportunity tochoose the purchasing centers for which to close purchase orders.

Refer to this table when selecting items.

Function ProcedureAdd an item Select the item from the available list, and then click .Remove an item Select the item from the selected list, and then click .Add all items Click .Remove all items Click .

Saving the Layout of FormsYou can change and save the layout of a form. Refer to this table for information on theattributes you can change.

Function ReferenceSize of form Windows 95 documentationPosition and size offields in tabular format

Rearranging and Resizing Fields later in this chapter

Filter options Filtering Records later in this chapterSort options Sorting Records later in this chapter

Tip: To specify which page MP2 displays when you open a form, move to the desiredpage, and then save the form. The next time you open this form, MP2 opens to thenew default page.

2 ! BASICS 25

Follow these steps when saving the layout of forms.

1 Open the form for which to save a layout.

2 Change the form.

3 Choose File | Save Layout from the menu bar. MP2 saves the layout of the form foryour workstation only.

Tip: To restore the default layout, choose File | Restore Default Layout from the menu bar.MP2 restores the default layout of the form for your workstation only.

Closing Forms and Dialog BoxesYou can close forms and dialog boxes via several methods.

! Choose File | Close from the menu bar.! Click in the upper left corner of the form, and then choose Close.! Press CTRL+W or CTRL+F4.

! Click in the upper right corner of the form or dialog box.

Many dialog boxes include OK and Cancel buttons. When you click OK, MP2 performsthe specified function and then closes the window. When you click Cancel, MP2 cancelsthe function and then closes the window.

RecordsA record is a group of related fields. A partial r