mp2 system administrator's guide

MP2 ENTERPRISE

SySTEM adMINISTRaToRS guIdE6.1 SQL SERvER EdITIoN

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Infor Global Solutions 50 Datastream Plaza Greenville, SC 29605

Printed in the United States of America. October 2006 MP2 Enterprise 6.1 SQL Server Edition System Administrator's Guide

V

CONTENTS

1 Installation ............................................................................................................1 Installation Requirements............................................................................................................................2 Installing Microsoft SQL Server 2005 Express ..........................................................................................2 Installing MP2 on the Server.......................................................................................................................5 Creating a Repository for Automatic Upgrades........................................................................................12 Generating a Configuration File for Unattended Workstation Installations ...............................................15 Executing Unattended Workstation Installations ......................................................................................19 Executing Manual Workstation Installations .............................................................................................20 Adding a New Database Connection to an Existing Workstation Installation...........................................25 Increasing the Number of MP2 Seats and Installing Add-ons ..................................................................28 Uninstalling MP2........................................................................................................................................31

2 Data Entry Planning ............................................................................................... 33 Key Fields .................................................................................................................................................34

Naming Key Fields.................................................................................................................................34 Changing Key Fields..............................................................................................................................34

Identification Methods ...............................................................................................................................35 Guidelines for Identification....................................................................................................................35 Custom Identification Methods ..............................................................................................................35

Employee Codes.............................................................................................................................35 Vendors...........................................................................................................................................36 Equipment .......................................................................................................................................36 Inventory.........................................................................................................................................36 Additional Types and Codes ...........................................................................................................37 Descriptions ....................................................................................................................................37

Optional Identification Methods..............................................................................................................38 Industry Standard Reference.........................................................................................................38 Manufacturers Reference...............................................................................................................38 Item Reference...............................................................................................................................38

VI CONTENTS

Type Reference..............................................................................................................................38 Equipment Group............................................................................................................................38

Data Entry Methods ..................................................................................................................................38 Method 1: Create Complete Equipment Records..................................................................................39 Method 2: Create Equipment Records with Only Equipment Number and Description........................39 Method 3: Create Parent Records ........................................................................................................39 Method 4: Create Records while Creating Tasks and Work Orders....................................................39

3 Security ............................................................................................................... 41 Creating Role Types .................................................................................................................................42

Creating Purchasing Centers................................................................................................................42 Creating Warehouses............................................................................................................................43 Creating Sites ........................................................................................................................................43

Setting Up Security ...................................................................................................................................44 Creating Security Roles.........................................................................................................................44 Creating User Accounts ........................................................................................................................45 Changing User Passwords ...................................................................................................................46 Assigning Users to Security Roles........................................................................................................47

Assigning Users to Security Roles Individually ..............................................................................47 Assigning Users to Security Roles Simultaneously........................................................................48

Restricting Security Roles ........................................................................................................................49 Defining Field Security ...........................................................................................................................49 Defining Form Security ..........................................................................................................................50 Defining Table Security..........................................................................................................................51 Defining Menu Option Security ..............................................................................................................52 Defining Group Purchasing Security .....................................................................................................53 Copying Security Restrictions ...............................................................................................................55

Defining Security Filters............................................................................................................................56 Customizing Menu Titles and Field Labels ...............................................................................................57

Customizing Menu Titles .......................................................................................................................57 Customizing Field Labels.......................................................................................................................58

Sample Security Sets................................................................................................................................59 Management Role..................................................................................................................................59 Maintenance Role..................................................................................................................................59 Inventory Role .......................................................................................................................................59 Purchasing Role ....................................................................................................................................59

4 Initial Setup ......................................................................................................... 61 Entering the Automatic Client Update Path...............................................................................................62 Setting Up Facility Information ..................................................................................................................62 Setting Up Financial Periods .....................................................................................................................63 Setting Up Inventory .................................................................................................................................64 Setting Up Invoicing ..................................................................................................................................65 Setting Up Quotations and Requisitions ...................................................................................................66

CONTENTS VII

Enforcing Automatic Numbering............................................................................................................66 Printing Multimedia Files ........................................................................................................................67 Specifying the Next Quotation and Requisition Numbers .....................................................................67 Entering the Requisition Heading...........................................................................................................68 Creating the Single Source Letter..........................................................................................................69 Entering Requisition Approval Levels ....................................................................................................69 Specifying Requisition Generation Options ...........................................................................................70 Bypassing the Requisition Approval Process .......................................................................................72

Setting Up Purchase Orders ....................................................................................................................72 Specifying Default Purchasing Options .................................................................................................72 Specifying Default Addresses ...............................................................................................................73 Specifying Purchase Order Receive Options .......................................................................................74 Specifying Purchase Order Generation Options ..................................................................................76 Setting Up Fax .......................................................................................................................................77

Setting Up Work Orders ...........................................................................................................................77 Modifying the State and Province Codes..................................................................................................78 Specifying Multimedia File Search Paths ..................................................................................................79 Creating Credit Card Records ..................................................................................................................80 Defining Euro Currency Conversion Settings...........................................................................................81

5 Utilities ............................................................................................................... 85 Converting Data from Other Infor Products .............................................................................................86 Loading the Sample Database..................................................................................................................87 Changing the Server Password................................................................................................................88 Viewing System Information......................................................................................................................88 Managing Audit Trail Information...............................................................................................................89

Specifying Users to Audit ......................................................................................................................89 Setting Up Audit Trail Information ..........................................................................................................90 Viewing and Printing Audit Trail Information...........................................................................................91 Purging Audit Trail Records...................................................................................................................92

Viewing Active Users................................................................................................................................93 Viewing Number of Records .....................................................................................................................94 Exporting Data ..........................................................................................................................................94 Importing Equipment and Inventory Data .................................................................................................96 Synchronizing Descriptions ......................................................................................................................98 Archiving and Restoring History...............................................................................................................98

Archiving and Restoring Inventory Transactions..................................................................................98 Archiving Inventory Transactions...................................................................................................99 Restoring Inventory Transactions ................................................................................................100

Archiving and Restoring Purchase Order History ..............................................................................101 Archiving Purchase Order History ...............................................................................................101 Restoring Purchase Order History...............................................................................................102

Archiving and Restoring Purchase Order Revisions ..........................................................................103

VIII CONTENTS

Archiving Purchase Order Revisions ...........................................................................................103 Restoring Purchase Order Revisions ..........................................................................................104

Archiving and Restoring Work Order History .....................................................................................105 Archiving Work Order History ......................................................................................................105 Restoring Work Order History......................................................................................................106

Scheduling Generation, Close, and Projection Jobs ..............................................................................107 Viewing and Editing Scheduled Jobs ......................................................................................................110 Checking for Orphans ............................................................................................................................111 Performing Data Surgery........................................................................................................................112 Removing Temporary Data and Views...................................................................................................113 Accessing SQL Server Books Online ....................................................................................................114

6 MP2 Designer ..................................................................................................... 117 Naming Tables and Fields ......................................................................................................................118 Creating New Tables ..............................................................................................................................119 Adding Fields to Existing Tables .............................................................................................................121 Creating Form and Report Menu Options ..............................................................................................123 Viewing Menu Option Properties.............................................................................................................124 Deleting Menu Options............................................................................................................................124 Designing User-defined Reports ............................................................................................................124 Adding Controls to Forms .......................................................................................................................125

Adding Tables to User-defined Forms ................................................................................................125 Adding Labels to Forms.......................................................................................................................127 Adding Fields to Forms........................................................................................................................128 Adding Tab Sheets to Forms...............................................................................................................129 Adding Tables and Fields to Tab Sheets.............................................................................................132

Changing Control Captions .....................................................................................................................136 Resetting Forms .....................................................................................................................................136

7 Application Programming Interfaces....................................................................... 139 Plant Floor Interface................................................................................................................................140

Purpose...............................................................................................................................................140 Server Registration..............................................................................................................................140 Functions .............................................................................................................................................140

Invoking Functions........................................................................................................................140 User Login/Logout.........................................................................................................................141 Tasks ............................................................................................................................................141 Work Orders.................................................................................................................................142 Meters...........................................................................................................................................142 Statistical Predictive Maintenance................................................................................................143

Sample Code .......................................................................................................................................144 Facilities Management Interface.............................................................................................................144

Record Structure.................................................................................................................................144 Server Registration..............................................................................................................................145

CONTENTS IX

Level Parameter ..................................................................................................................................145 Functions .............................................................................................................................................145

Invoking Functions........................................................................................................................146 User Login.....................................................................................................................................146 Equipment and Location................................................................................................................146 Inventory.......................................................................................................................................148 Work Requests and Work Orders................................................................................................148 Statistical Predictive Maintenance................................................................................................150

Recordset Functions ...........................................................................................................................150 Free...............................................................................................................................................150 First, Last, Next, Prev...................................................................................................................150 Move.............................................................................................................................................151 GetFieldValue................................................................................................................................151

Recordset Properties ..........................................................................................................................151 Return Codes ......................................................................................................................................152 Sample Code .......................................................................................................................................153

Human Resource Interface....................................................................................................................154

Appendix A: Field Definitions..................................................................................... 155

Appendix B: Table Names .......................................................................................... 171

Appendix C: Table Definitions .................................................................................... 177

Appendix D: SQL Utilities........................................................................................... 191 Backing Up and Restoring SQL Databases ...........................................................................................192

Backing Up SQL Databases ...............................................................................................................192 Restoring SQL Databases ..................................................................................................................193

Optimizing SQL Data ..............................................................................................................................195

Index...................................................................................................................... 197

1 INSTALLATION

This chapter outlines the procedures for installing Microsoft SQL Server 2005 Express on the server, as well as procedures for installing MP2 on the server and workstations. Install Microsoft SQL Server 2005 Express prior to installing MP2.

IN THIS CHAPTER Installation Requirements Installing Microsoft SQL Server 2005 Express Installing MP2 Creating a Repository for Automatic Upgrades Generating a Configuration File for Unattended Workstation Installations Executing Unattended Workstation Installations Executing Manual Workstation Installations Adding a New Database Connection to an Existing Workstation Installation Increasing the Number of MP2 Seats and Installing Add-ons Uninstalling MP2

1

Installation Requirements Refer to the MP2 SQL v6.1 Hardware and Software Requirements Guide on the Datastream Web site at http://www.datastream.net for the hardware and software requirements for MP2. MP2 requires SQL Server 2005 installation on the database host machine. If the installation wizard does not detect SQL Server, the installation wizard installs Microsoft SQL Server 2005 Express. To install SQL Server on the database host machine, refer to "Installing Microsoft SQL Server 2005 Express" later in this chapter for more information.

Installing Microsoft SQL Server 2005 Express Install Microsoft SQL Server 2005 Express if it is not already installed. Follow these steps to install Microsoft SQL Server 2005 Express. 1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog

box. Note: If you are installing from a drive other than D:, substitute that drive for D: in these

instructions. 3 Enter D:\SETUP.EXE, and then click OK. The wizard displays the first installation

dialog box.

4 Select the language for the installation, and then click OK. The wizard displays the

next dialog box.

2 1 INSTALLATION

5 Click Next. The wizard displays the next dialog box.

6 Select I accept the terms of the license agreement if you agree with the terms, and

then click Next. The wizard displays the next dialog box. Note: Click Print to print the license agreement.

7 NameEnter your name. 8 CompanyEnter your company name. 9 Product IDEnter the product ID. 10 Click Next. The wizard displays the next dialog box.

1 INSTALLATION 3

11 Select SQL Server Express, and then click Next. The wizard displays the next

dialog box.

The wizard automatically populates Server Name, Instance, and System Administrator User.

12 System Administrator PasswordEnter the password for the system administrator.

13 Confirm Administrator PasswordEnter the password to confirm the system administrator password was entered correctly.

14 Default LanguageSelect the default language for the Microsoft SQL Server 2005 Express application.


4 1 INSTALLATION

16 Click Next. The wizard installs SQL Server 2005 Express and then displays the next

dialog box.

17 Click Finish. The wizard displays the next dialog box.

Note: Microsoft SQL Server 2005 Express is now installed. The wizard will now display the setup screens for the server installation type. Refer to the appropriate sections in this chapter for completing the MP2 installation.

Installing MP2 on the Server Follow these steps to install MP2 on the server.

Important: The database host machine must already have Microsoft SQL Server 2005 or 2005 Express installed. Refer to "Installation Requirements" earlier in this chapter for more information.

1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog

box.

1 INSTALLATION 5

Note: If you are installing from a drive other than D:, substitute that drive for D: in these instructions.

3 Enter D:\SETUP.EXE, and then click OK. The wizard displays the first installation dialog box.

4 Select the language for the installation, and then click Next. The wizard displays the

next dialog box.




6 1 INSTALLATION

7 NameEnter your name. 8 CompanyEnter the your company name. 9 Product IDEnter the product ID. 10 Click Next. The wizard displays the next dialog box.

11 Select Server, and then click Next. The wizard displays the next dialog box.

1 INSTALLATION 7

12 Choose one of the following options: Install to this directoryClick Next. Install to a different directoryClick Browse. Select the directory to which to

install, and then click Next. The wizard displays the next dialog box.

Important: Infor strongly suggests installing MP2 SQL version 6.1 to a different directory than version 6.0.

13 Choose one of the following options: Select Yes to preserve your settings from the selected configuration file path, or

click Browse to search for a new configuration file path. Unselect Yes if you do not wish to preserve your settings.


8 1 INSTALLATION

15 Choose one of the following options: Program FolderEnter a new folder name. Existing foldersSelect an existing folder.


17 Click Next. The wizard copies the workstation files and then displays the next dialog

box.

1 INSTALLATION 9

18 Server NameEnter the name of the server on which to install the MP2 database.

Note: For SQL Server Express, an Instance name is required along with the Server Name, i.e., mp2sqlserver\SQLEXPRESS.

19 User NameEnter the system administrator's user name. 20 PasswordEnter the system administrator's password. 21 Click Next. The wizard displays the next dialog box.

22 DatabaseEnter the name of the database to create. 23 User NameEnter the user name to create. 24 PasswordEnter a password for the database user. 25 Hide advanced database configuration optionsSelect to accept the default sizes

and location of database data files and log files. Note: Unselect Hide advanced database configuration options to customize these

defaults. 26 Click Next. The wizard displays the next dialog box.

10 1 INSTALLATION

Note: The following dialog box does not display if Hide advanced configuration options was selected in step 22. If the Database already exists, the wizard automatically populates the following dialog box.

27 NameEnter a unique name to identify the data file. 28 PathEnter the file path in which to create the data file. 29 File Size (MB)Enter the initial size of the data file. 30 Growth Increment (MB)Enter the amount by which to grow the data file once it

becomes full. 31 NameEnter a unique name to identify the log file. 32 PathEnter the file path in which to create the log file. 33 File Size (MB)Enter the initial size of the log file. 34 Growth Increment (MB)Enter the amount by which to grow the log file once it

becomes full. 35 Click Next. The wizard displays the next dialog box.

1 INSTALLATION 11

36 Click Next. The wizard displays the final dialog box. Note: The wizard will display any errors in the log file that occurred during the database

creation.

37 Click Finish. The wizard closes the window.

Note: Select View the README file to view the contents.

Creating a Repository for Automatic Upgrades Create a repository of the setup files so that each user can automatically upgrade MP2 when you install a new version on the server. Follow these steps to create a repository for automatic upgrades. 1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog



dialog box.


next dialog box.

12 1 INSTALLATION




1 INSTALLATION 13

10 Select Repository, and then click Next. The wizard displays the next dialog box.

11 Choose one of the following options: Create the repository in this directoryClick Next. Create the repository in a different directoryClick Browse. Select the

directory to which to create, and then click Next. The wizard displays the next dialog box.

14 1 INSTALLATION

12 Click Next. The wizard displays the final dialog box.


Note: Once you install a new version of MP2 on the server and create the repository, generate the MP2SETUP.INI file to execute unattended installations on each workstation. Refer to "Generating a Configuration File for Unattended Workstation Installations" later in this chapter.

Generating a Configuration File for Unattended Workstation Installations

Generate a configuration file, and then either tell each user the location of the file on the server or send each user the file so that they can customize it and place it on their workstations. The MP2SETP.INI file is used to run unattended workstation installations. Refer to "Executing Unattended Workstation Installations" later in this chapter. Follow these steps to generate a configuration file for unattended workstation installations. 1 Insert the MP2 CD into the proper drive.

1 INSTALLATION 15

2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog box.




next dialog box.



16 1 INSTALLATION


10 Select MP2 Setup, and then click Next. The wizard displays the next dialog box.

11 Choose one of the following options: Generate the MP2Setup.ini file in this directoryClick Next. Generate the MP2Setup.ini file in a different directoryClick Browse. Select

the directory to which to generate, and then click Next. The wizard displays the next dialog box.

1 INSTALLATION 17

12 Choose one of the following options: To set the workstation destination directory in the MP2Setup.ini file to this

directoryClick Next. To set the workstation destination directory in the MP2Setup.ini file to a

different directoryClick Browse. Select the directory to which to set, and then click Next.

The wizard displays the next dialog box.

13 Choose one of the following options: Program FolderEnter a new folder name. Existing FoldersSelect an existing folder.


18 1 INSTALLATION



Executing Unattended Workstation Installations If you generated a setup configuration file (mp2setup.ini), you may execute unattended workstation installations. Refer to "Generating a Configuration File for Unattended Workstation Installations" earlier in this chapter. If you created a repository of the setup files, you may run setup from the repository location. Refer to "Creating a Repository for Automatic Upgrades" earlier in this chapter. These instructions use D: as the CD drive and N:\MP2 as the network drive where the repository directory and MP2SETUP.INI file were created. If your CD-ROM drive, network drive, or path for repository and MP2SETUP.INI file are different, substitute the appropriate drive/path.

1 INSTALLATION 19

Follow these steps to execute unattended workstation installations. 1 Start Windows. 2 Choose one of the following options: Install from CDPlace the MP2 CD into the proper drive. Install from the repositoryGo to the next step.

3 Choose Start | Run from the Windows task bar. Windows displays the Run dialog box.

Note: For the following step, there are no spaces between the switch (/u or /z) and the

value. The z parameter creates a log file that reveals errors. Infor strongly recommends always generating the log file when running an unattended install.

4 Choose one of the following options: Install from CDEnter D:\setup.exe /uN:\MP2\mp2setup.ini/

zC:\mp2setup.log , and then click OK. Install from repositoryEnter N:\MP2\setup.exe

/uN:\MP2\mp2setup.ini/ zC:\mp2setup.log, and then click OK. The wizard installs MP2 on the workstation.

Executing Manual Workstation Installations You may manually install MP2 on workstations if you choose not to create the setup configuration file. Before installing MP2 on workstations, close all memory-intensive applications.

Important: MP2 Server must be installed prior to installing workstations. Follow these steps to execute manual workstation installations. 1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog



dialog box.

20 1 INSTALLATION

4 Select the language for the installation, and then click OK. The wizard displays the next dialog box.




1 INSTALLATION 21

10 Select Workstation, and then click Next. The wizard displays the next dialog box.

Note: If Microsoft SQL Server 2005 is already installed, the wizard does not display the following dialog box. The wizard displays the Workstation Destination Directory page. Go to Step 10.

11 Select Yes to automatically install the Microsoft SQL Server 2005 client utilities,

and then click Next. The wizard displays the next dialog box.

22 1 INSTALLATION

12 Choose one of the following options: To install to this directoryClick Next. To install to a different directoryClick Browse. Select the directory to which

to install, and then click Next. The wizard displays the next dialog box.

13 Choose one of the following options: Program FolderEnter a new folder name. Existing foldersSelect an existing folder.


1 INSTALLATION 23

15 Choose one of the following options: Enter connection information manuallySelect Enter connection information

manually. Server NameEnter the server name of where the MP2 database is located. DatabaseEnter the MP2 database name. User NameEnter the MP2 database user name. PasswordEnter the MP2 database user's password.

Specify an existing MP2 configuration fileselect Specify an existing MP2 configuration file.

Tip: Select Specify an existing MP2 configuration file if you want to provide the MP2 database password in encrypted form for security reasons. Send each user the MP2.INI file from an existing workstation install. The users will browse for the MP2.INI file on this screen. The wizard will automatically populate Server Name, Database, User Name, and Password.



24 1 INSTALLATION


Note: Select View the README file to view the contents of the file.

Adding a New Database Connection to an Existing Workstation Installation

Add a new database connection and MP2 configuration file to an existing installation. Follow these steps to add a new database connection to an existing workstation installation.

Important: MP2 workstation files must be installed prior to installing a new database connection. 1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog



dialog box.


next dialog box.

1 INSTALLATION 25




26 1 INSTALLATION

10 Select New Database Connection, and then click Next. The wizard displays the next

dialog box.

11 Choose one of the following options: Enter connection information manuallySelect Enter connection information

manually. Server NameEnter the server name of where the MP2 database is located. DatabaseEnter the MP2 database name. User NameEnter the MP2 database user name. PasswordEnter the MP2 database user's password.

Specify an existing MP2 configuration fileSelect Specify an existing MP2 configuration file.

Tip: Select Specify an existing MP2 configuration file if you want to provide the MP2 database password in encrypted form for security reasons. Send each user the MP2.INI file from an existing workstation install. The users will browse for the MP2.INI file on this screen. The wizard will automatically populate Server Name, Database, User Name, and Password.

1 INSTALLATION 27



Note: The new shortcut will open MP2 and connect to the new database. Go to the Start Menu to view and access the new MP2 shortcut. Add as many database connections as needed.

Increasing the Number of MP2 Seats and Installing Add-ons

Increase the number of MP2 seats available when you purchase additional site licenses for MP2 or MP2 add-ons. Use the new 16-digit key code. Follow these steps to increase the number of MP2 seats and install add-ons. 1 Insert the MP2 CD into the proper drive. 2 Choose Start | Run from the Windows taskbar. Windows displays the Run dialog

box.

28 1 INSTALLATION




next dialog box.



1 INSTALLATION 29

6 NameEnter your name. 7 CompanyEnter your company name. 8 Product IDEnter the new product ID that contains the upgraded add-on and user

seat information. 9 Click Next. The wizard displays the next dialog box.

10 Select Upgrade, and then click Next. The wizard displays the next dialog box.


30 1 INSTALLATION


Uninstalling MP2 Uninstall MP2 as necessary. Follow these steps to uninstall MP2. 1 On your desktop, click My Computer. 2 Click Control Panel, and then click Add or Remove Programs. 3 Select MP2 6.1 SQL Server Edition. 4 Click Remove. The wizard displays the first dialog box.

5 Click Yes. The wizard uninstalls the files and then displays the final dialog box.


1 INSTALLATION 31

2 DATA ENTRY PLANNING

A well-planned and well-designed system for entering data into MP2 directly affects the usability and flexibility of MP2. Determining standards for data entry facilitates record searches and improves reporting capabilities. Plan and organize your data entry method to increase MP2 efficiency.

This chapter provides guidelines for planning and organizing maintenance information.

IN THIS CHAPTER Key Fields Identification Methods Data Entry Methods

33

Key Fields Key (or required) fields are generally the first fields in any table. Plan the contents of key fields carefully. MP2 sorts information in tables using key fields, preventing record duplication. All MP2 tables have at least one key field, and some tables have as many as six.

Customize key fields to distinguish them from non-key fields. Refer to Customizing Field and Form Colors in Chapter 2: Basics of the MP2 Users Guide.

Naming Key Fields Follow these rules when naming key fields.

Enter only letters, numbers, and hyphens in key fields. Other characters, such as double quotes (), question marks (?), slashes (/), or backslashes (\) make searches and report queries difficult.

Do not enter a space, a hyphen (-), or an underscore (_) as the first character of any key field.

Assign key fields that maintain the order that you want because MP2 sorts information by key field. For example, if you use clock numbers for employee codes, then MP2 sorts the employee table by clock number, not employee name.

This example illustrates the concept of key fields.

Example The Work Orders form has one key fieldWO No. MP2 does not permit the same WO No. for two work order records. For example, if you enter 9700001 for WO No. on one record on the Work Orders form, you cannot enter 9700001 for WO No. on another record in the Work Orders form.

If you add additional character(s) to 9700001, MP2 creates a different code, such as SR9700001. Although MP2 does not permit duplicate key fields, it does permit other fields in the form to contain duplicate information.

Changing Key Fields Infor cautions against changing key fields. However, if necessary, you may change most key field values at any time. MP2 does not permit changing a key field if a critical operation currently involves that key field. For example, MP2 does not permit a change to an inventory item number if the item appears on an open purchase order.

If you try changing a key field used in a critical operation, MP2 displays a message indicating that you cannot change the key field because other records depend on the current value.

If you try changing a key field that affects other records, MP2 displays a confirmation indicating that it will modify all references to the data in other tables to reflect the new value and asking whether to continue. For example, if you change an equipment number, MP2 changes all references to that equipment on work orders.

34 2 DATA ENTRY PLANNING

Identification Methods Evaluate your method for identifying equipment, inventory items, etc., if you have one, and decide whether to keep it, modify it, or create a new one. Plan an identification method if you do not have one.

Guidelines for Identification Follow these guidelines when identifying MP2 data.

Carefully plan a functional and practical identification method before entering information into MP2, eliminating the need to change key references later.

When you change a key field, MP2 checks for references to the changed key field throughout the database and changes that value for every instance. Depending on the size of the database and the speed of the computer, each change could take several minutes.

MP2 does not change key fields that are involved in critical operations. Refer to Changing Key Fields earlier in this chapter.

Create an identification method that is meaningful, easy to use, and easy to remember.

Create identification codes that are easy to recognize. For example, in a report, a cost center coded SHIP may be easier to recognize as the Shipping department than a cost center coded S53.

Use consistent terminology, especially with abbreviations. For example, consistently use either BLDG or BUILD as an abbreviation for building so that a query or search finds all occurrences of building.

Custom Identification Methods Create a custom identification method that fits your facilitys needs. Follow these guidelines when creating a custom identification method.

Create key fields that contain meaningful groups of characters. Refer to Key Fields earlier in this chapter.

Ensure that the first characters of key fields refer to the categories you want grouped together because MP2 sorts records by key field.

Include gaps in your identification method so that you can easily insert new records or record groups in the future.

Employee Codes Use either initials or initials and numbers instead of only numbers for employee codes. For example, use KBR or KBR01 for Kevin B. Roberts. Another option for employee codes is clock numbers. Do not use social security numbers for employee codes. They are difficult to remember and require a lot of typing.

2 DATA ENTRY PLANNING 35

Vendors Use abbreviated vendor and manufacturer names for vendor IDs. For example, use AMER-BRGS for American Bearings and BOOTH-PNT for Booth Painting Contractors. MP2 permits 12 characters for these codes. MP2 sorts the vendor records by Vendor ID, not by Description, so create vendor identification codes that you will recognize. If your Purchasing department has corporate identification numbers for vendors, use those numbers.

Equipment Create equipment numbers by starting with general information and ending with specific information. For example, if you have a certain gear drive on a certain conveyor in shipping, enter SH-CON-01-G-01 as the equipment number.

The equipment number illustrated below has the indicated meaning:

Inventory Create item numbers by starting with the item type and ending with specific information. For example, if you have an oil filter for a certain conveyor, enter FLT-OIL-CON-10 as the item number.

The item number illustrated below has the indicated meaning:

Tip: Contact Infors Professional Services for assistance in designing the best identification method for your facility.


Additional Types and Codes MP2 further organizes maintenance information with codes and types. These examples demonstrate MP2s code and type identification methods.

Example 1 Group inventory records according to their purpose by specifying the Type on the Inventory form. Track inventory usage for an entire group of inventory items, and include this information in reports and graphs.

Example 2 Each equipment item has a type designation (Equipment Type), cost center code (Cost Center), general ledger number (General Ledger No.), and department code (Department). An air-handling unit might be located in one department but also belong to a group (equipment type) consisting of all air handlers in the facility. All air handlers, furthermore, might belong to a cost center for all HVAC equipment. Create reports to include all work on one specific air handler, all filter changes on all air handlers, or all HVAC work a specific employee performs. MP2s ability to report on such information depends on effective types and codes.

Follow these recommendations for codes and types.

Examine the forms and reports on which you will use a code. Create meaningful abbreviations that are easy to learn and remember. Start simple. Use general categories at first. With MP2, it is easier to make a system

more detailed later than it is to simplify it.

Leave a code or type blank if you are not sure how to use it. Come back to it later when you have more experience with MP2.

Descriptions MP2 identifies and sorts most records in the Equipment, Inventory, and Vendor forms by their key field code or number (for example, Equipment, Item No., Vendor ID). Use the corresponding Description to spell out the meaning of the code. Additionally, as with codes, be consistent with descriptions. Accurate, consistent descriptions enable regular and contract employees to learn and use the system quickly.

These two examples illustrate good descriptions for codes that follow the methods described in previous sections.

Example 1: Equipment Descriptions If you identify equipment by Location, Main Definition, Unit Number, and Specific Descriptor, you might enter this equipment number and corresponding description.

Equipment Number Description

SH-CON-028-MD01 Shipping, Conveyor, 028, motor drive


Example 2: Inventory Descriptions If you identify inventory by Main Definition, Specific Descriptor, Area Used, and Size, you might enter this inventory number and corresponding description.

Inventory Number Description

FLT-OIL-CON-03 Filter, Oil, Conveyor, P516

Optional Identification Methods This section outlines several identification methods. Use two or more of these methods in combination, or design a custom identification method.

Industry Standard Reference The industry standard identification method uses references that are standard to the industry. For example, the NEMA (National Electrical Manufacturers Association) identification method for inventory specifies references for items, such as motor frames and insulation cases. This identification method ensures that duplicate spare parts do not exist under another number. However, NEMA does not have a number for all parts.

Manufacturers Reference The manufacturers reference identification method uses the manufacturers item number. Use this method if you consistently purchase equipment or parts from the same manufacturer.

Item Reference The item reference method uses sequential numbering, such as 00001, 00002, etc. The item reference method is sometimes cryptic, so it is most useful when combined with another method, such as the type reference.

Type Reference The type reference method groups items around a common type. For example, all bearings would be BRNG-001, BRNG-002, etc. This system is popular because a simple search for Item No. is greater than or equal to BRNG displays all bearings, requiring that you need only move the cursor through these records to find the particular bearing.

Equipment Group If you use a group of parts for certain equipment only, use an equipment group reference for required parts and spare parts. For example, use CON as a preface to conveyor part numbers so that all conveyor parts appear together in the MP2 inventory database.

Data Entry Methods Choose a method of data entry that suits your needs and that integrates MP2 into your facility within your designated time limit. While determining the organization of the information, consider identification methods.


These methods illustrate entering information for equipment records because equipment records are the focal point of maintenance management; however, you may apply these methods to all MP2 records.

Method 1: Create Complete Equipment Records Define all equipment separately by creating complete equipment records for each. If a piece of equipment consists of several components, such as a compressor assembly that consists of a compressor, motor, and gear drive, create a separate equipment record for each component.

The advantage to this method is that you keep a detailed maintenance history on each piece of equipment from the very beginning. Initial equipment entry, however, may be more time consuming, thus delaying the implementation of the entire system.

Method 2: Create Equipment Records with Only Equipment Number and Description

Enter the equipment number and description for all equipment records, and then later enter the specifications, such as serial number and cost. You need only an equipment number to create an equipment record. After entering the equipment record, create tasks and work orders.

This method is a fast way to start, but the disadvantage is that complete equipment information on reports is not available until you complete data entry.

Method 3: Create Parent Records Enter a record for each major piece of equipment, and create tasks and work orders for its components by assigning them all to this parent record. As you have more time, create the component equipment records and separate the history to reflect maintenance done on the actual equipment.

This method is also a fast way to start, but the disadvantage is that work order history does not reflect the true equipment number until you complete data entry.

Method 4: Create Records while Creating Tasks and Work Orders When creating tasks and work orders, insert and edit equipment records as you create tasks and work orders.

This method expedites implementation because you enter work orders immediately. If you use this method, have a solid equipment-numbering scheme before starting, or your equipment numbers will lack uniformity.

Important: If you enter complete equipment information before generating work orders, MP2 saves the codes in work order history. If you do not enter complete information, you might later have to enter codes into hundreds of history records to generate a report sorted by a particular code.


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Define security so that only authorized personnel can start MP2 and access data. If the security of files and information are important to the facility, Infor strongly recommends that you define security. Except for the Change Password option, only users in the System Administrator security role have access to MP2s security options.

Customize MP2 menu titles and field labels so that they are more specific and meaningful to your facility. Customize fields to streamline data entry and processing.

IN THIS CHAPTER Creating Role Types Setting Up Security Restricting Security Roles Defining Security Filters Customizing Menu Titles and Field Labels Sample Security Sets

41

Creating Role Types Create records for all your facilitys sites, purchasing centers, and warehouses. This diagram illustrates the overall relationship between facilities, sites, purchasing centers, and warehouses.

Facility

Purchasing Center

Site

Warehouse

Creating Purchasing Centers Create a purchasing center record for each sites purchasing center. Enter the purchasing center manager, contact information, tax code, and address. Once you create user accounts and assign them to security roles, you can view all MP2 users with access to each purchasing center.

Follow these steps when creating purchasing centers.

1 Choose Tools | Security | Purchasing Centers from the menu bar. MP2 displays the Purchasing Centers form.

2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a record. MP2 creates a new purchasing center record.

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4 Purchasing CenterEnter a unique code identifying the purchasing center.

5 Enter information into the remaining fields, as necessary.

Creating Warehouses Create warehouse records for the warehouses at each site. Enter the warehouse manager, their contact information, and warehouse address. Once you create user accounts and assign them to security roles, you can view all MP2 users who have access to each warehouse.

Follow these steps when creating warehouses.

1 Choose Tools | Security | Warehouses from the menu bar. MP2 displays the Warehouses form.


3 Click to insert a record. MP2 creates a new warehouse record.

4 WarehouseEnter a unique code identifying the warehouse.


Creating Sites Create site records for all of your facilitys sites. For example, suppose your facility has sites located in Atlanta, Chicago, and Denver. You would create three site recordsone for each site.

Enter the site managers name and contact information as well as the site address. Once you create user accounts and assign them to security roles, you can view all MP2 users for each site.

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Follow these steps when creating sites.

1 Choose Tools | Security | Sites from the menu bar. MP2 displays the Sites form. 2 Click the Record View tab. MP2 displays the Record View page.

3 Click to insert a record. MP2 creates a new site record.

4 SiteEnter a unique code identifying the site.

5 Purchasing CenterSelect the purchasing center with which to associate the site.

6 Primary WarehouseSelect the primary warehouse with which to associate the site.


Setting Up Security Set up security by creating security roles and user accounts, and then assign the user accounts to their respective security roles.

Important: Security settings do not take effect until the System Administrator logs out and users log back into MP2.

Creating Security Roles Create security roles for the various groups at your facility. For example, you may have a role for all of the maintenance workers, one for everyone in your purchasing department, and one for persons responsible for inventory (or stock room). Refer to Sample Security Sets later in this chapter.

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Follow these steps when creating security roles.

1 Choose Tools | Security | Roles from the menu bar. MP2 displays the Roles form.

2 Click to insert a record. MP2 creates a new role record.

3 Role NameEnter a unique code identifying the role.

Tip: To print a list of security roles, choose Reports | Security | Roles from the menu bar.

Creating User Accounts Create a user account for each MP2 user. User accounts contain the users login ID, password, audit trail designation, and filter name. Once you establish user accounts, assign users to security role(s). Refer to Assigning Users to Security Roles later in this chapter.

Users in the System Administrator security role can view and edit all user accounts and all security roles. Users in other security roles can only change their password.

Important: MP2 requires at least one user to be in the System Administrator group before it permits adding users to other groups.

Follow these steps when creating user accounts.

1 Choose Tools | Security | Users from the menu bar. MP2 displays the Users form. 2 Click the Record View tab. MP2 displays the Record View page.

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3 Click to insert a record. MP2 creates a new user record.

4 User IDEnter a unique code identifying the new MP2 user. For example, enter the users initials.

5 User NameEnter the users complete name.

6 PasswordEnter the users password. MP2 displays the Confirm Password dialog box.

7 Reenter User PasswordRe-enter the users password, and then click OK.

8 Filter NameEnter a security filter for the user.


Changing User Passwords Change user passwords when necessary. MP2 automatically grants users access to this option so that they may change their password, but you may hide this option, if necessary.

Follow these steps when changing user passwords.

1 Choose Tools | Security | Change Password from the menu bar. MP2 displays the Change Password dialog box.

2 PasswordEnter the new password.

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3 Confirm PasswordRe-enter the password.

4 Click OK. MP2 changes the password and then closes the dialog box.

Assigning Users to Security Roles Assign each user to their respective role types one at a time or assign all users to all sites, purchasing centers, and/or warehouses simultaneously.

Important: MP2 requires that you assign all users to a site before they can log into MP2.

Assigning Users to Security Roles Individually You may assign users to more than one Role Type (Site, Purchasing Center, Warehouse) and within each role type you may assign users to more than one Role Type ID. For example, you may assign employee CRJ to sites 1 and 2, and to warehouses A, B, and C.

Additionally, you may assign users to more than one security role (Role Name). For example, you may assign CRJ (the Maintenance Supervisor) to a management security role (MGMT) and a maintenance security role (MAINT).

Follow these steps when assigning users to security roles individually.

1 Choose Tools | Security | Role Assignments from the menu bar. MP2 displays the Role Assignments form.

2 Click to insert a record. MP2 creates a new role assignment record.

3 User IDEnter the user ID for the user to assign.

4 Role TypeSelect the type of role to assign the user.

5 Role Type IDEnter the code identifying the type of role assigned.

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6 Role NameEnter the security role to assign the user.


Tips: Copy and paste records when assigning users to security roles that have similar role assignment characteristics.

To print a list of role assignments, choose Reports | Security | Role Assignments from the menu bar.

Assigning Users to Security Roles Simultaneously You may assign all users to all sites, purchasing centers, and/or warehouses or if you add a user after assigning roles, you may assign one user to all sites, purchasing centers, and/or warehouses.

Important: Changing role assignments via Quick Role Assignment overwrites all role assignments previously entered.

Follow these steps when assigning users to security roles simultaneously.

1 Choose Tools | Security | Role Assignments from the menu bar. MP2 displays the Role Assignments form.

2 Choose Quick Role Assignments from the options menu. MP2 displays the Quick Role Assignments dialog box.

3 Role NameSelect the security role to which to assign users.

4 Assign ToSelect one of these options.

All UsersSelect to assign all users to the selected security role. Single UserSelect to assign an individual user to the selected security role,

and then select the user.

5 Role TypesSelect to assign the user(s) to All Sites, All Purchasing Centers, and/or All Warehouses.

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Restricting Security Roles New security roles have access to most every menu and function in MP2, with the exception of most Security options and some of the utilities under the Utilities menu. These options are only available to users in the System Administrator role. Restrict any field, form, menu option, or MP2 table from a role.

Define a new role before restricting its security access. MP2 does not permit changing security for the System Administrator security role.

Tip: To reset security restrictions to the original default security, click Reset Role (for one security role) or Reset All Roles (for all security roles) on the Design Security form.

Defining Field Security Define field security for each security role. Allow roles read-write (edit) access or read-only access to fields. Additionally, you may hide fields altogether or specify that they are required.

Follow these steps when defining field security.

1 Choose Tools | Security | Design Security from the menu bar. MP2 displays the Design Security form.

2 Role NameSelect the security role for which to define field security.

3 Click next to one of these options. MP2 displays the available options.

Site related security Warehouse related security Purchasing center related security

4 Click next to Forms. MP2 displays the available options.

5 Click until reaching the form that contains the field for which to define security, and then select the form. MP2 displays the form.

6 Select the field for which to define security. Hint: Click in the editable area below or to the right of the field label. MP2 displays the Object Property dialog box.

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7 Object SecuritySelect one of these options.

NormalPermits all users in the role full editing rights to the field. RequiredDesignates that this field is required. When entering information,

users must enter data into this field.

Read-onlyPermits viewing rights only. Users in the role cannot change the contents of the field.

HiddenHides the field or button and its contents from all users in the role. You may also prohibit users from inserting, deleting, and updating records in the table. Refer to Defining Table Security later in this chapter.

8 Click Apply. MP2 applies the field security.

9 Click Close. MP2 closes the Object Property dialog box.

10 Click in the upper right corner to close the form. MP2 returns to the Design Security form.

Tip: To revert to the original field security, click Default.

Defining Form Security Define form security for each security role. Allow roles read-only access to forms by prohibiting insertions, deletions, and updates.

Follow these steps when defining form security.


2 Role NameSelect the security role for which to define form security.




5 Click until reaching the form for which to define security, and then select the form. MP2 displays the form.

6 Click on the title bar of the form. MP2 displays the Object Property dialog box.

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7 Tables on the formSelect the first table.

8 Table SecuritySelect one or more of these options.

Prohibit InsertProhibits all users in the role from inserting a record into the form.

Prohibit DeleteProhibits all users in the role from deleting a record from the form.

Prohibit UpdateProhibits all users in the role from updating (modifying) a record on the form.

HiddenHides the tables contents from all users in the role. 9 Click Apply. MP2 applies the form security.

10 Click Close. MP2 returns to the Design Security form.

Tip: To revert to the original form security, click Default.

Defining Table Security Define table security for each security role. Prohibit roles from inserting, deleting, and updating records in certain tables. Additionally, you may hide tables altogether.

Follow these steps when defining table security.


2 Role NameSelect the security role for which to define table security.




5 Click until reaching the form that accesses the table for which to define security, and then select the form. MP2 displays the form.

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6 Select the field on the table for which to define security. MP2 displays the Object Property dialog box.

7 Table SecuritySelect one of these options.

Prohibit InsertProhibits all users in the role from inserting a record into the table listed.

Prohibit DeleteProhibits all users in the role from deleting a record from the table listed.

Prohibit UpdateProhibits all users in the role from updating (modifying) a record in the table listed.

HiddenHides the columns contents from all users in the role. 8 Click Apply. MP2 applies the table security.

9 Click Close. MP2 closes the Object Property dialog box.

10 Click in the upper right corner to close the form. MP2 returns to the Design Security form.

Tip: To revert to the original table security, click Default.

Defining Menu Option Security Restrict access to menu options at any level. For example, you may hide the entire Tools menu, or you may hide just the Utilities menu under Tools. Furthermore, you may hide the Data Surgery utility under the Tools | Utilities menu. Follow these steps when defining menu option security.


2 Role NameSelect the security role for which to define menu option security.



52 3 SECURITY

4 Click next to Menus. MP2 displays the available options.

5 Click until reaching the menu option for which to define security, and then select the option. MP2 displays the Object Property dialog box.

6 Object SecuritySelect one of these options.

NormalGives all users in the role access to the menu option. HiddenHides the menu option from all users in the role.

Tip: To revert to the original menu option security, click Default.

7 Click Apply. MP2 applies the menu option security.


Defining Group Purchasing Security Restrict purchasing security roles further by permitting them read-only, non-cost, or unrestricted access to MP2 purchase orders and requisitions. Specify whether these roles can receive items, insert new line items into purchase orders with requisitions, or make changes to purchase order statuses.

Follow these steps when defining group purchasing security.


2 Role NameSelect the security role for which to define group purchasing security.

3 Click next to Purchasing center related security. MP2 displays the available options.

4 Select Purchasing Security. MP2 displays the Purchasing Role Setup dialog box.

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5 Requisition Access RightsRefer to this table when selecting role access rights to

requisitions.

Requisition Status Security Options For unapproved requisitions

Select Read-only for users to view, but not edit, unapproved requisitions.

Select Unrestricted for users to view and edit any unapproved requisitions.

For approved requisitions

Select Read-only for users to view, but not edit, approved requisitions.

Select Non-Cost for users to view and edit fields on approved requisitions that do not involve costs.

Select Unrestricted for users to view and edit any approved requisitions.

6 Purchase Order Access RightsRefer to this table when selecting role access rights to purchase orders.

Purchase Order Status Security Options When PO Status is Ready

Select Read-only for users to view, but not edit, Ready purchase orders.

Select Non-Cost for users to view and edit fields on Ready purchase orders that do not involve costs. Select Unrestricted for users to view and edit any Ready purchase orders.

When PO Status is Open

Select Read-only for users to view, but not edit, Open purchase orders.

Select Non-Cost for users to view and edit fields on Open purchase orders that do not involve costs. Select Unrestricted for users to view and edit any Open purchase orders.

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Purchase Order Status Security Options When PO Status is Receiving, All Received, or Completed

Select Read-only for users to view, but not edit, Receiving, All Received, and Completed purchase orders.

Select Non-Cost for users to view and edit fields on Receiving, All Received, and Completed purchase orders that do not involve costs.

Select Unrestricted for users to view and edit any Receiving, All Received, and Completed purchase orders.

7 Allow insertion of new line items without a requisitionPermits all users in the role to insert new line items into a purchase order without a requisition.

8 Allow manual changes of PO statusPermits all users in the role to manually change the purchase order status.

9 Allow ReceivingPermits all users in the role to receive purchase order items.

10 Click OK. MP2 applies the purchasing security rights to the role and returns to the Design Security form.

Copying Security Restrictions When setting up security roles with similar access, copy security restrictions from one role to another role, and then customize the security of the second security role.

Follow these steps when copying security restrictions to other security roles.


2 Role NameSelect the security role to which to copy security restrictions.

3 Click Copy Role. MP2 displays the Copy Role dialog box.

4 Select the security role from which to copy security restrictions, and then click OK.

MP2 copies the security restrictions from one role to the other role.

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Defining Security Filters Define security filters to further restrict user access to certain records, and then assign security filters to user accounts.

Follow these steps when defining security filters.

1 Choose Tools | Security | Filters from the menu bar. MP2 displays the Security Filters form.


3 Click to insert a record. MP2 creates a new security filter record.

4 Filter NameEnter a unique code identifying the security filter.

5 Table NameEnter the table for which to define the filter.

6 Click Design. MP2 displays the Security Filter Design dialog box.

7 Field NameSelect the field by which to filter.

8 OperatorSelect an operator for the filter.

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9 ValueEnter the value by which to filter. For example, if you chose Site as the Field Name, enter the code identifying the site.

10 Click OK. MP2 returns the filter to the Security Filters form.

Tip: To print a list of security filters, choose Reports | Security | Filters from the menu bar.

Customizing Menu Titles and Field Labels Customize menu titles and field labels to better suit the needs of your facility.

Important: Customizing titles and labels affects all security roles and applies to all users.

Customizing Menu Titles Customize menu titles if your facility uses different terminology for its overall maintenance management processes. For example, you may change the Tasks menu option to PMs. Follow these steps when customizing menu titles.




3 Click next to Menus. MP2 displays the available options.

4 Click until reaching the menu option to customize, and then select the option. MP2 displays the Object Property dialog box.

5 LabelEnter the new menu option title, specifying the hot key letter by entering an

ampersand (&) in front of it.

Tip: To revert to the original menu title, click Default.

6 Click Apply. MP2 applies the new menu title.


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Customizing Field Labels Customize field labels if your facility uses terms that are different from the default terms (fields) used on MP2 forms. For example, you may change the Task No. label to PM No.

Customizing field labels does not change the field size or the field data type. Customized field labels appear both on the form where you customize them and on table views, lookups, and reports containing the same field. Customized field labels appear in their customized form for ALL security groups, including the System Administrator group.

Follow these steps when customizing field labels.





4 Click until reaching the form that contains the field to customize, and then select the form. MP2 displays the form.

5 Select the field to customize. Hint: Click in the editable area below or to the right of the field label. MP2 displays the Object Property dialog box.

6 LabelEnter the new field label.

Tip: To revert to the original field label, click Default.

7 Click A

mp2 system administrator's guide

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