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AXIONAL Enterprise CMMSEnterprise Computerized Maintenance Management System

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ContentsFUNCTIONS . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Asset Management Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Operating Locations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Resources Management Module. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Personnel . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4Tools . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Contractor Manager Module . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Maintenance Scheduling . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Preventative Maintenance . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Preventive Maintenance Guides (PMG): . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5Work Orders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6Work requests . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Track work progress . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

Purchasing and Inventory Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8

Reports and Graphs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9

Axional ERP/CMMSEnterprise Computerized Maintenance Management System

The goal of Axional CMMS is to optimize the use of scarce resources (manpower, equipment, material, and funds) to maintain the facilities and equipment that are the responsibility of the maintenance organization. The system provides integrated processes giving man-ager control over the maintenance of all facilities and maintainable equipment from acquisition to disposal.

Axional CMMS can be used to manage simple or com-plex facilities, from a single building to a complete campus. It can also be used to manage the mainte-nance program for a grouping of equipment such as a fleet of vehicles.

It’s designed to serve both internal maintenance departments and maintenance services providers.

The system is integrated with our mobile solution Axional Mobile CMMS so as to support in-the-field employees.

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FUNCTIONS

Asset Management Module

The functionality of this module allows your company to maximize asset usage. It provides managers with all the asset information they need to make timely deci-sions.

The Asset Management Module tracks all kinds of equipment, components, their systems & locations. It manages the entire life-cycle of assets, from acquisi-tion and installation, through repair cycles to eventual replacement. Every activity performed on a specific asset is logged in an “equipment book” or work histo-ries which records the history of that particular asset. Managers can track the work histories, operational event logs, the current condition status and the costs for all of the company assets.

Assets can be organized hierarchically in several levels, from complex production lines to assemblies for small components. The system facilitates the management of repairable spares, components and sub-assemblies throughout their entire life-cycle.

The system allows the attachment of any number of files (documents, pictures, technical drawings…) to each asset. These documents can be viewed on-site

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using mobile devices. Companies can customize their asset information with user-defined fields for any class of facility, equipment or component.

The system can track extensive asset information: Sta-tus, criticality, manufacturer /service / support con-tacts, warranty information, nameplate data, serial numbers, etc. Furthermore, users can customize asset information with user-defined fields for any class of facility, equipment or component. Meter data for tracking usage, mileage, etc. can be recorded manually, or automatically acquired from a variety of data sources. Failure code can be organized into hierarchies to record equipment problems for analysis.

Operating Locations

Using this module, operators can define and track loca-tions in which equipment operates. The locations can be organized into logical groups or hierarchies. The Maintenance Scheduling Module can issue Work Orders either against the location itself or against spe-cific equipment in the operating location.

The maintenance planner can analyze the potential for failure based on a piece of equipment's location and the possible effects on systems with which it is associ-ated.

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Resources Management Module

This module handles two critical resources for mainte-nance operations: Personnel and Tools.

Personnel

The Resource Management Module can manage all types of personnel: the company’s own employees, per-sonnel from third party maintenance companies or external individual specialists. The objective is help managers to ensure manpower availability.

The module records full employee information, includ-ing their training, hourly costs, individual safety issues and so forth. Thanks to the integration with corporate applications, the module also knows the employees schedules and holiday entitlements. It uses all this information about concerning availability and capabil-ity to assign personnel their Work Orders.

Tools

The Resources Management Module provides the infor-mation maintenance managers need to ensure that their tools are available and are in good working condi-tion and as when they need them. Tools can be held in serve by scheduled tasks and through Work Order requests. Managers can track specialized tools required for specific tasks or Work Orders.

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The module maintains the calibration histories for measurement equipment as well as the assignment his-tory.

Contractor Manager Module

External labor costs are becoming increasingly impor-tant in all operations and maintenance environments. The Contractor Manager Module tracks external labor (contractors, maintenance services and out-sourced labor).

For vehicles fleet maintenance, the system includes some useful capabilities:

Drivers can notify breakdowns or any trouble using mobile devices.

When the failure is recorded, the system will make a proposal based on contractor information:

• Call the contractor maintenance service com-pany closest to the vehicle.

• Call the contractor maintenance service com-pany with the profile best suited to each-failuretype.

• Assign the internal employee with the appropri-ate profile and with a lighter workload.

Automatic notification to drivers for scheduled maintenance revisions.

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Maintenance Scheduling

Axional CMMS is a powerful dynamic scheduling sys-tem that can create and administer work orders based on preventative, inspection and condition-based main-tenance information.

Preventative Maintenance

Work Orders are created and scheduled automatically based on information of preventive maintenance pro-grams. There are numerous scheduling options avail-able to generate work orders:

Scheduling by calendar, both fixed and elapsed dates (Preventive Maintenance Guides).

Scheduling by equipment meters, such as: operat-ing hours, production counts, mileage etc.

Scheduling by equipment’s condition or alarms.

Schedules based on Operations / Production plan-ning.

Opportunistic scheduling (based on machinery availability, or doing preventive tasks during machine downtime)

Preventive Maintenance Guides (PMG):

Individual equipment can have assigned several Preventive Maintenance Guides.

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Each PMG can be scheduled independently.

Axional CMMS allows for the maximum level of complexity to define a PMG. Users can include:

• Descriptive texts for procedures.• Check-lists.• Physical parameters to be controlled, including

the acceptable value range (temperature, pres-sure…).

• The system allows the attachment of docu-ments, pictures or videos to the PGM.

• Technician profiles required for each task.

This broad set of information help managers to ensure Procedures are properly followed by operators during the checking or fixing of equipment, even for new hires.

Work Orders

The ability to manage work requests, labor assign-ments, planning, and scheduling allows companies to make the most of their resources while improving pro-ductivity.

Axional CMMS uses Work Orders to track all aspects related to work performed on assets: from installing of new equipment, carrying out preventive maintenance tasks to managing critical shutdowns.

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There are several types of Work Orders:

Generated from Preventive Maintenance.

Generated from Inspection Plans

Generated from repair requests (corrective mainte-nance)

Defined manually by the operator itself.

After creating a new Work Order, the Scheduler Module breaks it down into individual tasks and assigns them to the appropriate employee matching task types with technician profiles and capabilities as well as checking personnel availability. If external labor is required, the Scheduler uses the Contractor Module to assign the external company best suited for the Work Order. Tasks can be grouped together in a “task route” and sched-uled as a single item. At the same time, Work Orders are grouped logically by the system and scheduled together to reduce asset downtime.

Planners can define and sequence work for multiple assets based on location and/or equipment. The sys-tems shows calendars with start/end date illustrating shifts, holidays, and vacations. Calendars can be viewed by month or day displaying total work hours available.

The associated tools are reserved for the Work Orders tasks. The assignments proposed by the system can be reviewed and modified by managers, using a workflow module.

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Newly generated Work Orders can be printed, including all technical documentation attached to the Preventive Maintenance Guides or linked to assets. For external maintenance services, new Work Orders can be notified via SMS, e-mail, B2B (WebService, Portal) or fax. When using the Axional Mobile CMMS module, all this infor-mation is available through mobile devices for in-the-field employees.

Axional CMMS allows hazardous material identifica-tion with their resulting precautions. It helps to iden-tify affected equipment and locations as well.

For these Works Orders, the system associate permits and tracks them.

Work requests

The system allows designated plant personnel to sub-mit work requests to the maintenance planner. They also can track the progress of their work request from request approval through to completion. Work requests can be entered directly, or accessed via a browser, mobile devices or via e-mail.

Upon acceptance of the work request, the Contractor Management Module will propose the best suited maintenance service or the next available internal technician.

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Work requests are used by planners to develop daily plans and manage backlogs as well as lowering response time and equipment downtime.

When real time assignments are required, the system switches to dispatch mode, where planners can enter work, assign employees and track ongoing jobs in real time. Axional CMMS supports both centralized dis-patching and shop floor dispatching.

When in planning mode, planners schedule upcoming work based on work priority and the availability of crafts persons. They assign employees to future work orders scheduled and track employee availability.

Track work progress

Axional CMMS enhances the company’s capability to track and manage work requests, labor, planning, and scheduling. All aspects related to work performed on assets are recorded through Work Orders:

Tracks job time, response time, machine downtime and other user defined metrics.

The module records and tracks multiple labor, parts and material costs.

Technicians and operators can easily capture labor, parts and material costs by customer, building,

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department, cost-center or other user-definable criteria.

The system allows for user-definable causes, failure and remedy codes specific to asset types.

The system allows planners to view detailed planning information: work plan, scheduled costs, labor, materi-als, equipment, failure analysis and related documents.

Operators can monitor outstanding Work Orders by searching the Work Order backlog using any field. They can manage work order assignments, for example view all work orders, or all work orders assigned to or by a particular person.

If your company is a Maintenance Services provider, you can increase your customer satisfaction with auto-mated alerts when customer requests are approved, rejected and completed.

Purchasing and Inventory Management

Axional CMMS helps companies to maintain an optimal inventory of parts and supplies. It includes a Purchasing module to initiate the requisition of material against a work order and track the delivery and cost data of the item when the material arrives. Its database handles all the information related to items, including non-struc-tured data such as drawings, technical plans, etc.

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Complex organizations can define as many Mainte-nance, Repair and Operating warehouses as needed. The system will then manage them.

Purchasing orders are automatically proposed (trig-gered notification) by Axional CMMS based on several criteria:

By “Below Minimum To Hand Level” status for parts in inventory. Stock can be replenished by the ven-dor, the central store, or another storeroom, when quantities fall below threshold levels.

By Economic Order Quantity

Direct parts requisitions from individual work orders. Purchasing orders are scheduled according to planned Work Orders.

Substitute or alternate items that can be used if necessary.

Purchase requisitions or purchase orders can be created both for materials and for services. Purchase requisi-tions are automatically converted to purchase orders. When necessary, operators can create special orders by entering item descriptions as line items for parts not in inventory database.

The system includes several features:

Control of expiration dates of supplies.

Extensive set of functions for inventory valuation.

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Use of the rotating inventory method

Very flexible reception methods, back order or can-cel any amount on order, split quantities for indi-vidual line items, apply individual discounts to items, etc.

Tracks item costs by last cost, average cost or user-defined standard cost.

Bar code management of parts.

Label printing

The purchasing cycle is fully integrated with other financial applications, either from Axional ERP or from a third party, allowing for a two-way (PO/Invoice) and three-way (PO/Receipt/Invoice) matches.

Parts inventory records are updated automatically and Work Order costs are automatically transferred to the financial applications and associated to the corre-sponding Cost/Profit Center.

Reports and Graphs

The system can provide all type of reports to use in managing the organization's resources, preparing facil-ities key performance indicators (KPIs) or metrics to use in evaluating the effectiveness of the current opera-tions as well as for making organizational and person-nel decisions. In today's maintenance world Axional

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CMMS is an essential tool for the modern facilities maintenance organization.

The system includes a large variety of metrics and reports, which can be arranged, sorted and filtered according to user preferences and requirements. Using the built-in Report tool, users can easily customize any report. Reports can include complex drawings, images, graphs or even maps —useful for companies that are Maintenance Services providers.

Reports can be previewed on-screen and on mobile devices as well as printed or exported (Excel, PDF…).

Some of the pre-built reports are:

Comparison of real-time budgets or estimates against actuals and historical work orders.

Individual report for each employee, including attendance, vacation, sick and non-productive work time.

Inspection data to support Predictive Maintenance (PM).

The History Module contains the maintenance histories of the facilities and equipment. It includes summaries of PM, repairs, restorations, modifications, additions, construction, and other work affecting the configura-tion or condition of the items. All completed and can-celed work orders are recorded as well. The

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maintenance history records can be used to support proactive maintenance techniques such as root-cause failure analysis and reliability engineering.

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