Maintenance

The Maintenance module enables the registration of serviced equipment, for which it is necessary to clearly plan service interventions, inspections or legislation of the given inspection. It is a complex tool for managing your own and other people's devices, which may or may not be in the use of your own company.

The Maintenance module is divided as follows: Serviced Equipment is used for the registration itself, and the Service Requests book is intended for the collection and registration of service and maintenance requests, on the basis of which a document on a planned operation can be created in the Planned Service Operations book.

Picture: Maintenance module

Under the term serviced equipment we can imagine:

• a unit outside the company that our company manages for money
• equipment that provides service (spare parts, repairs, adjustments, registration of parameters).
• equipment that has been manufactured or sold in-house or is only a contracted service organization.
• an object that is intended for service in our company - we have its continuous registration (eg: car, tamping equipment, plasterer)
• our own machine / source K2 (does not decide whether it is owned). Our maintenance department has records of the repair plan and maintenance costs.
• asset card - eg: building, air conditioning, tangible property that needs periodic inspections and approvals (actions for which it is necessary to order subcontractors, certification authorities for "service")
• meter for which I deal with metrology (inspections, certification and registration of measured values)

Basic settings

The Maintenance module requires the setting of a default book for creating individual documents. In book management, it is therefore necessary to make basic settings and set rules for creating individual documents.

Picture: Settings of Maintenance book

Service card is used to create job cards, it is possible to use a predefined routings on this card. Furthermore, article card is selected, which has assigned routings for entering specific maintenance operations. The required field is also a type of job card, usually planning.

Creation options

Due to the interconnection of maintenance modules with other modules (Article, Resources, Assets and Orders), it is possible to create serviced devices within the mentioned modules.

Above the Article, Resources, and Assets book, there is a section in the ribbon on the Functions tab called Maintenance, which contains 3 basic commands that allow you to create:

New serviced device - this command can be run above the book, which will display the already pre-filled header of the serviced device. Just fill in the additional information and save the record manually (F2).

New service request - above the basic data it is necessary to become a ruler over a specific service facility. The order again creates a new Service Request, with pre-filled data, the document must be saved manually (F2).

New planned service operation - above the basic data it is necessary to become a ruler over a specific service facility. The order again creates a new Scheduled Service Action, with pre-filled data, the document must be saved manually (F2).

Picture: Maintenance section in ribbon

A scheduled service action can also be created on top of a specific service request in the Service Requests book. The command New scheduled service action is available in the ribbon - this will display the window of the new service action with pre-filled data.

Picture: Option to create a new scheduled service action from the service request

A serviced device can be created over a specific sales item. The form in the ribbon will display the form for creating a new serviced device. K2 automatically completes the selected data from the sales item (abbreviation, name, batch, supplier, serial number).

Picture: Creating a new serviced device from a sales item

Serviced equipments

Basic book for registration of all devices.

Pict.: Serviced equipments book

Basic data (1st page) - Serviced equipments

It is used to record general information about the equipment, You can select specific Article, Asset, Vehicle or even machines and other equipment from the Source code list. It is possible to create a new serviced device, which may not be linked to other modules, the only required field is the Device Abbreviation.

There are free code lists (Status, Type, Group and Category) that can be predefined and used as needed.

Below the basic data is located the Superior device field - it can be used for separate parts of more complex devices, which you also have in the register of serviced devices.

Picture Basic data of serviced equipment

Fields' description:

Abbr	Unique designation of the selected device.
Description	Language name/ equipment description
Superior equipment	If it is a subordinate component, the superior device is filled in.
Status	Status of a document. The field can be filled in by a value from the user-defined code list.
Articles	Selection of article from a code list.
Serial Number	Selection from the Code list of serial number for selected article card.
Production No.	Production No.
Batch	Selection from the batch code list for selected article card.
R variant	Routing variant from selected article card.
Assets	Book of assets
Resources	Resource code list
Vehicle	Vehicles code list
Service worker	Person responsible for the equipment
Type	Optional code list, the field can be filled with a value from a user-defined code list.
Date of sale	Date when the device was purchased / sold.
Commissioning date	Commissioning date
End of warranty	End of warranty
.Group	Optional code list, the field can be filled with a value from a user-defined code list.
Category	Optional code list, the field can be filled with a value from a user-defined code list.

There is also a section that concerns the customer, in this section it is possible, for example, to record the current location of the device.

Form contains analytical part - Codes.

Comments, business and internal text is also available, used to store notes. In addition, there is an option to assign a default set of attributes to the Basic Data.

Components (2. page) - Serviced equipments

For a device, it is possible to register its key components, of which it consists, including the serial and serial number of the given component. It is not necessary to register the components on the article cards, therefore it is possible to list various unregistered items among the components. The tree structure allows a clearer view of the subordinate and superior components.

Picture: Components

Components can be discarded or replaced with another, provided that the history of these actions is monitored. You can also use the copy command to copy components.

We insert a new component classically via Insert, or using the buttons in the context tab in the ribbon, called Components, and in case the components need to be replaced, the "Replace component" button will be used. This command discards the component and adds a new one.

Picture: Replace component

The component insertion form looks the same, only without the ability to select the previous component.

Service operations (3. page) - Serviced equipments

Service operations are captured in a table or in a tree structure - they can be set using the button in the ribbon in the context tab Service actions.

Picture: Tree structure and options for adding documents

The following documents can be created on this page:

• Service requests
• Scheduled service tasks
• Contracts for the purpose of selling their own services or complaints.
• Orders to provide service or order parts.
• Job cards are designed for service or maintenance in-house. For job cards, it is possible to predefine the procedure for the performed tasks of a specific machine. Using the definition of the article card with the variable R (Articles / Production / Service card), the general article card for creating service job cards can be set in the book, see. The basic settings, but the data filled in on the article card will take precedence during creation.
• Activities to capture the interventions of your employees on the facility.
• Transfer notes are intended for recording the transfer of the given device.

Task definition (4. page) - Serviced equipments

The definition of scheduled service actions is used for the bulk generation of scheduled actions that you are able to define and schedule once. For bulk creation according to definitions, just enter when you want to schedule planned service tasks. The maximum number of created actions will not exceed the value you selected, and if you select a number higher than the one in the definition, the value from the definition will take precedence. Scheduled service actions are created in the maximum number of repetitions entered in the definition, the same applies after entering the value 0.

Picture: Creating service tasks according to definitions

You can create service tasks:

1) above the marked definitions on a specific device (Context tab Definition of actions / Create service actions according to definitions)

2) according to all definitions above the marked devices (Bulk actions / Create service actions according to device definitions)

Definitions can be created simply using a form, where it is necessary to fill in the rules for generating actions.

Picture: Definition of scheduled service actions

Fields' description:

Task definition template	Selection from the code lists of predefined templates - aut. adds values from the template.
Book	The book in which the selected actions will be generated.
Definition description	Short description of service action
Planned employee	An employee who ensures that the task is completed.
Unit of time interval.	Specifies in what time unit the actions will be generated
Time interval	Time interval for repetition of the task
Date and time of beginning	Date and time of the start of the first scheduled service operation.
Time unit of the action time	Specifies in which time unit the time length of the action will be defined.
Scheduled action time	Scheduled action time in the selected time unit.
Number of repetition	The maximum number of created scheduled serviced actions.
Date of the last created service operation	Date of the last created service operation.
Task assignment	Detailed description / task assignment
Attributes sets	Attributes sets for selected service action.
Employees	Assigned employees table - more employees can be planned.

Task definition template

The book is intended for storing individual service definition templates. The user is obliged to enter important general data into the template to create a new scheduled service operation using a definition. The filled in data is filled in the definition of the planned service action when selecting the template.

Picture: Task definition template

Fields' description:

Abbr	Template abbreviation
Book	The book in which the selected actions will be generated.
Definition description	Short description of service action
Unit of time interval.	Specifies in what time unit the actions will be generated
Time interval	Time interval for repetition of the task
Time unit of the action time	Specifies in which time unit the time length of the action will be defined.
Scheduled action time	Scheduled action time in the selected time unit.
Number of repetition	The maximum number of created scheduled serviced actions.
Task assignment	Detailed description / task assignment
Attributes sets	Attributes sets for selected service action.

Documents (5th page) - Serviced equipments

It is a summary of individual documents that are linked to a specific serviced device.

Picture: Example of documents connected to the device

Attachments (6. page) - Serviced equipments

The classic side of attachments, which is used to store the necessary attachments, directly to a specific serviced device. It is also possible to attach a Contract to the serviced device.

Picture Attachments page - possibility to add a contract

Scheduled service tasks

The Maintenance module includes Scheduled Service Tasks. These actions can be generated from serviced devices using a definition-based command, or inserted manually using the Insert button. The purpose of this book is to keep a simple record of all scheduled tasks.

Picture: Scheduled service tasks

Basic data (1st page) - Scheduled service tasks

The basic information about the Scheduled service tasks is sorted as follows:

Picture: Scheduled service tasks

The planned service operation can be understood as a basis for the execution and subsequent registration of actual data from the service operation. Therefore, the time data are divided into Plan and Reality.

Fields' description:

Document	Scheduled service tasks document
Serviced device	Device for which this document of planned service is created.
Requested service	Evidence of the service request document - superior document
Status	Status of a document. The field can be filled in by a value from the user-defined code list.
Generated record	Field indicating the generated record from K2 based on service definitions.
Description	Description of the task
Codes	Analytical codes
Time unit	Specifies the time unit of the action
Time of task	Scheduled/real action time in the selected time unit.
Start date	Scheduled / actual service start date.
Start time	Scheduled / actual service start time.
End date	Autofil: Task start + Task time
End time	Autofil:l Task start + Task time
Employees	Table of assigned employees for a specific service operation.
Detail description of task	Detail description of scheduled task When creating from the request, the text is automatically taken over and supplemented according to the completed description on the request of the service action.
Attributes	Possibility to select a set of attributes and change individual attributes measured during the service operation.

Documents (2. page) - Scheduled service tasks

It is a summary of individual subordinate documents that are in the tree of a specific planned action.

Classically, it is also possible to register attachments to a specific act.

Calendars

Using new calendars, you can easily predefine calendars for your technicians and their scheduled service tasks. By clicking, your technicians can get from the calendar to a specific service action to be performed, they can view the latest interventions, contracts, replaced components, basically any information about the device. Using the K2 web, they can easily obtain this information both in the field and on the road.

Pict. Example of planned actions in the calendar for a service technician

Service requests

The book contains requirements for servicing a specific device. It is a so-called collection point for all service requirements. The service request may arise directly from the operation.

Picture: Service requests

Basic data (1st page) - Service requests

The basic information about the request is sorted as follows:

Picture: Service requests

Fields' description:

Document	Document of Service request
Serviced device	Device for which this document of planned service is created.
Status	Status of a document. The field can be filled in by a value from the user-defined code list.
Description	Description of request
Submitter	Submitter of request
Required start date	Required date and time of service start
Required start time	Required start date of service
Reporting date	Date the service request was reported
Reporting time	Time the service request was reported
Codes	Codes
Description of the action	Detailed description / assignment of the action / problem
Attributes	Ability to select an attribute set and record the attributes measured during service request reporting.