Ellipse Maintenance Scheduling Reference Manual



Training Manual

Ellipse

Maintenance Scheduling

ARTC – Version 2.0

15-08-2006

[pic]

COPYRIGHT

Copyright 2002 Mincom Limited

All Rights Reserved

Confidentiality and disclosure of information

ARTC retains ownership of this document. However, the methodology or format used to derive this document is confidential to Mincom Limited. This document must be treated as confidential, as disclosure of the document will disclose the methodology.

This document can be used and copied within ARTC for use in relation to this project. However, this document, including copies of it, must not be disclosed to any person who is not a director, officer, employee, consultant or agent of ARTC without the prior written approval of Mincom Limited and such person or agent has signed a non-disclosure agreement satisfactory to Mincom Limited.

Table of contents

Introduction to this manual 5

Audience 5

Purpose 5

Acronyms and terminology 5

Introduction 6

Scheduling Concepts 6

Scheduling Unit 6

Scheduling Frequency 6

Scheduling Indicator 7

Operative Fields 7

Scheduling Process Flow 8

Process Summary 8

Process Flow Chart 9

Definitions 10

Summary Setup Requirements for Maintenance Schedules 12

Maintain and review Work Groups 13

Introduction 13

Maintain Work Groups (MSO720) 14

To create a new Work Group 14

Maintain Work Group Schedule Dates 16

Review Work Group Information (MSQ720) 19

Work Group detail window 20

Maintain Operating Statistics 23

Introduction 23

Entering Operating Statistics 24

Single Item Statistics Entry 24

Multi Item Statistics Entry 26

Maintain Maintenance Schedule Task 27

Introduction 27

Search 27

Search for an MST: 28

Detail Review: 29

General Information Tab: 29

Scheduling Information Tab: 30

Shutdown Information Tab: 31

Create a New MST: 32

From a Blank Screen: 33

Copy an Existing MST: 36

Work Management 37

Introduction 37

Search 37

Schedule Period Detail View 39

Reports 43

Introduction 43

Process Summary 43

Learning Objectives 43

Accessing the Reports 44

Method 1 – Reports Index 44

Method 2 – Report Number Entered Direct 47

Maintain a Report Request 48

Report Parameters: 49

Submit the Report: 50

Monitor the Report Progress 51

Common Maintenance Reports 52

MSB700 – Create Maintenance Schedules 52

MSB740 – Commit Maintenance Schedules 53

MSB740A – Commit Maintenance Schedule Update Report 54

MSB740B – Tasks Dropped Due to Opened W/O Report 55

Introduction to this manual

Audience

Key maintenance users within ARTC sites.

Purpose

The key purpose of this document is to provide a reference for ARTC Ellipse Users in the use of the Ellipse Maintenance Schedule Module

Learning Objectives

At the end of this learning chapter, the participant should be able to:

• Search for and find Maintenance Schedule Task records and review all information associated to that item.

• Search for and find Maintenance Schedule Task records and modify information held against it

• Create new Maintenance Schedule Task.

Acronyms and terminology

The following acronyms and terms are relevant for this document.

|Term |Description |

|Ellipse |Ellipse 5.2.3 is the version of Ellipse implemented by ARTC. |

|MIMS or Ellipse |Mincom Information Management System |

|SPN |Structured Plant Number |

|MST |Maintenance Schedule Task |

|WMS |Work Management System |

|EGI |Equipment Group Identifier |

Introduction

Scheduling Concepts

Scheduling refers to the process of preparing a forecast of Preventative Maintenance tasks that are falling due for a predetermined work period for a Work Group.

The main purpose of scheduling is to produce a list of recurrent maintenance tasks that are due for completion by a Work Group during a specified time period. To achieve this outcome, certain procedures need to be followed and regularly monitored. The task of creating the schedule and completing maintenance tasks is a fundamental element of effective work management. Creation and management of the maintenance schedule are the responsibility of the ADA (Asset Data Administrators).

For a recurrent maintenance task to be included in the Maintenance Schedule for a Work Group, the task must be recorded in Ellipse as a Maintenance Scheduling Task (MST). A range of data may be stored against each MST; however, there are four items of information that determine how Ellipse will calculate when a recurrent maintenance task is next due to be performed. They are:

▪ Scheduling Unit

▪ Scheduling Frequency

▪ Scheduling Indicator

▪ Operative Field

Scheduling Unit

The ‘scheduling unit’ is the unit of measurement used to calculate when a particular maintenance task needs to be performed. The unit is either calendar days or a user-defined operating statistic like Operating Hours or Kilometres travelled. If an operating statistic is used, the statistic type must be recorded in Ellipse as a ‘statistics code’ in the SS Table File. If no statistics code is entered for a MST, Ellipse assumes that the MST is to be scheduled in (calendar) days.

Scheduling Frequency

The scheduling frequency is the number of scheduling units that must elapse between occurrences of a recurrent task; e.g. the scheduling frequency of a task that is performed every 2 weeks is 14 (days).

Scheduling Indicator

The Scheduling Indicator is a single digit numeric code that controls how the next due date for a recurrent task is calculated The Scheduling Indicators are as follows:

1. Last Scheduled Date

2. Last Scheduled Statistic

3. Last Performed Date

4. Last Performed Statistic

5. Dual Last Scheduled

6. Dual Last Performed

9. Inactive

Example: Scheduling Indicator 3 (Last Performed Date) uses the date when a task was last performed (date entered on the work order as the closing date) as the baseline for calculating the date when the task is next due.

Operative Fields

Depending on the Scheduling Indicator selected for a MST, one or more operative fields serve to record when a task was last performed or last scheduled to be performed. The information in the Operative Field(s) determines when a task is next due to be performed. The Operative Fields include:

Last Scheduled Date

The date a task was last scheduled by Ellipse.

Last Scheduled Statistic and Statistic Code

The cumulative statistic when a task was last scheduled by Ellipse.

Last Performed Date

The date a task was last performed.

Last Performed Statistic and Statistic Code

The cumulative statistic when a task was last performed.

During the scheduling process, Ellipse adds the scheduling frequency to the particular operative field designated by the scheduling indicator to determine when the task should next be scheduled. Ellipse populates the Next Scheduled Date and Next Scheduled Statistics fields.

Statistic based scheduling can only be used if equipment based operating statistics are maintained. Ellipse uses the operating statistics records to calculate an average daily statistic to determine the date when a recurrent maintenance task will next fall due.

Scheduling Indicators 5 and 6 allow recurrent tasks to be triggered by alternative parameters. For example, a servicing for a motor vehicle can be set up to occur every 10000 kms or every 180 days, whichever comes first.

Scheduling Process Flow

Process Summary

The principal steps involved in the ARTC scheduling process: (see flow chart following)

1. Run & review the “Attention before Commit” BO Report to identify any outstanding work or completed work with open work orders.

2. (WMS) close any W/O’s identified by the report, if the work is completed. (NOTE! ARTC currently us the WMS (Work Management System) to close W/O’s).

NOTE!! Any W/O that is not closed that has its MST recurring in the next commit will block the generation of the next work order for the MST.

3. (Ellipse) Run a forecast MSB700 and review the reports to audit the expected workload.

4. (Ellipse) Make any adjustments to the expected workload and rerun the forecast if any changes were made, repeat this step until the forecast defines the required work list.

5. (Ellipse) When the forecast is as required, run the commit program for each work group in turn.

NOTE!! The commit process can only be run once for each work group period. Any problems identified can only be managed by manual processes.

6. Run the BO Report to generate a list of the scheduled work orders and current defects.

7. (Ellipse) Once the work is completed, collect the signed off work orders and enter the closing details to close the work orders MSQ620.

NOTE!! ARTC currently use the WMS (Work Management System) to Edit/Modify/RPPD/Close Defects instead of MSQ541. Work Orders are also managed in the WMS instead of MSQ620. Procedures for the WMS are covered in a separate manual.

Process Flow Chart

Scheduling and Closing Routine Maintenance Work orders

Definitions

There are a number of processes and supporting programs required by the scheduling process. The following section will explain each supporting process and its relationship with the Scheduling Process.

MSQ600 – Equipment Register: The Equipment Register is central and essential to all other aspects of Ellipse Maintenance functionality. For scheduling purposes, the equipment register is one of the two major entities that control the schedule task.

MSQ720 – Work Groups: The Work Group is the other major entity for the control of the scheduling process and in fact, the work group is the entity that is actually scheduled, each Work Group is defined in Ellipse with a unique number. For scheduling purposes, each work group have individual user-defined periods that define how many days of work will be scheduled for each period.

MSQ700 – Maintenance Scheduling Tasks (MST’s): Identify recurrent tasks that need to be performed on items of equipment by a specific Work Group. Each MST record includes:

• The equipment number/reference upon which the task is to be performed.

• A short description of the task. There are two lines of 45 characters each

• The workgroup responsible for performing the task.

• The Standard Job that will be used to create the work order.

• The four scheduling parameters; scheduling unit, frequency, indicator, last date/statistic; the combination of which define when the task will be next scheduled.

MSQ690 – Standard Job: For a work order to be generated by the MST at commit, a standard job must be linked to the MST. The Standard Job will be used as a template during the automatic creation of the Work Order during the commit process.

MSQ740 – Works manager: The Works Manager module in Ellipse provides a facility to review the allocated work by scheduling period for a work group. Depending on the number of periods that have been forecast, MSQ740 can be opened to any forecast period and the predicted work (MST’s) will be displayed. If the current committed period is opened, the records displayed will be Work Orders.

MSB700 – Schedule Forecast Batch Update Report: The Schedule forecast Report creates a forecast of the work for each specific work group by deducing the next schedule date from the four scheduling parameters recorded against each MST.

The report may be run for up to 10 Work Groups at a time.

MSB740 – Commit Maintenance Schedule Batch Update Report: Commits tasks for a Work Group for a specified period and submits requests for the required job cards to print. It also requests the planned maintenance control report MSB740A. Output from this run indicates the number of records processed and will indicate if there were any tasks skipped due to open work orders. If there are any tasks skipped due to open W/O’s, a second report MSB740B will be generated and the offending work orders will be detailed.

NOTE!! The Maintenance Schedule period for each work group can only be committed once; any errors that occur during the process must be managed using manual processes.

MSQ620 – Work Orders: For each work group, MSB740 creates a work order for each of the MST’s that are in the schedule to be done in the defined work group period.

MSO400 – Operating Statistics: For tasks that have their next required date determined by an operating statistic, such as engine hours, kilometres travelled etc, the Operating Statistics module and the Equipment Operating Statistics Profile for the equipment must be set up and maintained up to date. The Operating Statistics Profile is accessed via MSO615.

Summary Setup Requirements for Maintenance Schedules

Before MST’s can be created, several areas of Ellipse need to be set up. The key elements are as follows:

Equipment Creation

MST’s must be created against items of equipment. Accordingly, a pre-condition to creating a MST is the creation of items of equipment. MST’s may be created against an equipment number alone or a combination of equipment number, component code and modifier.

Work Group

All MST’s must be linked to a Work Group therefore Work Groups that will have responsibility for MST’s must be created using MSO720 before the MST’s are created. During the setup, the duration of and starting dates of the scheduling periods are defined for each Work Group individually. Dates can be entered either by entering the scheduled start date and the number of days in a schedule period, or by manually entering each of the dates.

Standard Jobs

All MST’s that are required to generate a Work Order need to be linked to a specific Standard Job. The Standard Job using MSQ690 needs to be created before the MST is created.

Operating Statistics Profiles and Records

If a MST is to be scheduled using an operating statistic (e.g. Hr), an operating statistics profile needs to be created for the equipment and operating statistic records need to be maintained for the equipment. Operating statistic profiles may be created against Individual items of equipment or against EGI’s using MSO615. Operating statistic records may be directly recorded against an item of equipment using MSO400.

Maintain and review Work Groups

Introduction

A Work Group is a defined body of resources, usually work force related, to which jobs are assigned to be performed. The constituents of a Work Group are user-defined but can typically be:

• A foreman and a Crew

• Several foremen and Crews operating as a single unit, such as a workshop

• A single Individual, taking responsibility for performance of complete jobs

• A team leader with employees grouped for costing purposes

• The Work Group code constitutes a most important entity in the maintenance system, as all jobs (Work Orders and scheduled tasks) are assigned to be performed by the Work Groups

Many of the Maintenance system's procedures consequently revolve around the assignment of jobs to Work Groups, determining scheduling periods for these groups, balancing the work load of a group over time (scheduling periods) and monitoring actual performance of the group.

MSO720

MSO720 is used for the creation, modification and deletion of:

• Work Group codes, identifying a Work Group

• Establishing scheduling periods for Individual Work Groups, so that Maintenance Scheduling can accumulate jobs to be done into appropriate time slots

Notes:

A Work Group code cannot be deleted after a Work Order, a maintenance scheduling task is assigned to the work group.

Details of the Work Group description are retained in the Work Group file (MSF720).

MSQ720

MSQ720 is used for the review of Work Group information

Create a new Work Group (MSO720)

From the Ellipse Explorer main window, open MSO720.

The Maintain Work Group Information window displays.

1. In the Option field, select option 1.

2. In the Work Group field, enter the new Work Group Code.

3. Press Enter or click OK.

The Modify Work Group Details window displays.

The following information can be entered:

Description – Enter a description of the Work Group.

Location (Optional) – Enter the physical location to which the maintenance schedules for this Work Group Code are to be sent. Entry is validated against Table File 'PHYL'.

Printer – Enter the printer at which the scheduling report or Individual jobs are to print. Entry is validated against Table File 'PR' at the district level. NOTE!! The ARTC processes require all of the work order printing to be from the WMS system and therefore a special printer address has been set up for use with work groups, the printer required for a work group setup is “NOPRNT”.

If the work group is to be used for scheduling, the work group schedule period dates must be set. Enter the action code P Maintain Work Group schedule dates.

The work group may now be saved, click on the “Save” button on the tool bar, the button will change to “Confirm”, click the confirm button to complete the transaction and the “Maintain Work Group Schedule Dates” screen will display.

Maintain Work Group Schedule Dates

From the Ellipse Explorer main window, open MSO720.

The Maintain Work Group Information window displays.

In the Option field, select option 3.

In the Work Group field, enter a name for the Work Group then click OK

The Maintain Work Group Schedule Dates window displays. If this is the initial setting of the schedule dates, all of the fields will be blank. There are two methods of entering/maintaining the future dates, either the system can calculate and default them or they can be manually entered.

System Default: Use when the Work Group periods are a set number of days, such as weekly (7 days), 2 weekly (14 days) annually (365 days).

Fields that require populating are:

Backlog Indicator: There are three, single character choices which can be placed in this field. They are:

“C” = Tasks scheduled in the current period which are not done when the commitment procedure is run are considered backlog.

“D” = Tasks with an actual scheduled date earlier than the day the commitment procedure is run, and which are not done, are considered backlog.

“P” = Tasks scheduled in the previous to current period, and which remain undone are considered backlog.

NOTE!! ARTC exclusively use a “C” indicator for all work groups

Scheduled Start Date: Enter the scheduled start date for the Work Group. Ellipse will use this together with the number in the Days between Schedule field to automatically calculate and populate the schedule date fields below.

Days between Schedules: Input a number to indicate the number of days between schedule periods (i.e. input 7 to make days between dates 1 week). If left blank, the Schedule Date and Action fields below must be filled in.

Press Enter or click Save, and the system will default the future dates into the grid beginning with the date entered as the schedule start date and each date at the frequency as entered as the days between schedule, for 21 dates.

Note: After initial creation of dates by this process the scheduling system, via the Create Maintenance Schedules for a Work Group forecast program (MSB700), automatically creates future scheduling dates when it detects that fewer than 15 future periods exist.

Manual entry: Use when the Work Group periods are based on a calendar setting such as calendar month, as the months have different number of days, the system is unable to default variable periods so for this type of period, it will be necessary to enter the dates manually.

Use option 3 and the Work Group Id from the program entry screen or if the Work Group Header screen is already open, use an action “P” to open the “Maintain Work Group Scheduled Dates” screen.

If in the initial creation, enter the Backlog Indicator and enter the required dates

Backlog Indicator: There are three, single character choices which can be placed in this field. They are:

“C” = Tasks scheduled in the current period which are not done when the commitment procedure is run are considered backlog.

“D” = Tasks with an actual scheduled date earlier than the day the commitment procedure is run, and which are not done, are considered backlog.

“P” = Tasks scheduled in the previous to current period, and which remain undone are considered backlog.

NOTE!! ARTC exclusively use a “C” indicator for all work groups

Scheduled Start Date: Leave this field blank.

Days between Schedules: Leave this field blank.

Schedule Dates: Each date must be entered individually, to enter the dates, click on the first blank field in the “Schedule Date” column and enter the required date; this should be the date of the first day of the scheduling period. NOTE! Select the dropdown button on the RH side of the field and a calendar will be displayed for selection of the date in the correct format.

Note! All future entries will have to be entered manually

Review Work Group Information (MSQ720)

Search

The functionality allows the user to view details of a Work Group, enter data in the search tab to return the required Work Group detail.

From the Ellipse Explorer main window, open MSQ720.

The Search for Work Group window displays.

The search methods include:

▪ All (Work Group field is disabled when this option is selected)

▪ Exact Match

▪ Starts From.

▪ Starts With.

If “All” is the selected Search Method, click the “Search” button and all Work Groups will be displayed in the grid in the lower section of the screen.

If “Exact Match”, “Starts From” or “Starts with” is selected, the “Work Group” field will become active and the entry of a work group code will be required, click the “Search” button and all Work Groups that meet the entered criteria will be displayed in the grid in the lower section of the screen.

If a detailed view of the record is required, double click on an item in the grid to open the detail window.

Work Group detail window

The Work Group window displays the general information and schedule details for the selected Work Group.

There is the Header and two tabs, the “General” and the “Schedule Dates”. There are a number of fields under each tab, some of which are not required by ARTC. In the following section only the relevant fields will be discussed.

Header

Work group Code: this is a unique code of 7 characters used to identify the work group; this code can not be changed.

Work Group Description: This is a text field of 40 characters used to provide a detailed description of the work group. These fields can be modified with MSO720.

General Tab

Work Group Location:

Printer Name: This is the default printer for the work group, it will default as the printer for all work order and schedule reports linked to the work group.

Schedule Dates tab

[pic]

Last Forecast Date: This is system populated and indicates the date the last MSB700 was run for this work group.

Backlog Indicator: This code is entered when the work group is first set up and is used by the system to determine when a work order is deemed to be backlog.

Days between Schedules: displays the number of days that will determine the scheduling period for this work group, if the dates are to be maintained manually, this field will be blank.

The summary grid in the left pane contains the schedule date information including:

Date Committed: This column displays the dates that have been committed, the last date indicates the last commit date for the work group

Work Group Date: This column displays the first date for the work group periods.

Page left blank intentionally

Maintain Operating Statistics

Introduction

The Operating Statistics system maintains a file of Operating Statistics for various pieces of equipment. The statistics serve a number of purposes in the integrated system, including scheduling of recurring maintenance.

Unlimited statistic types can be defined on a table file against which daily Operating Statistics can be recorded.

Equipment Statistics can be entered in three different ways:

▪ Daily actual value entry

▪ Cumulative entry

▪ Meter reading entry.

Daily Actual Statistic entry - The actual statistic for a given date can be entered whereby the cumulative Operating Statistic and meter value are incremented accordingly.

Cumulative Statistics Entry - The cumulative statistic at a given date can be entered whereby the daily actual statistic and the meter value are calculated by incrementing their previous values by the cumulative difference.

Meter Reading Entry - The system allows for 2 forms of meter reading entry. Firstly it allows for meter reading units to be replaced in the associated pieces of equipment thereby catering for a new reading being totally unrelated to a previous one. In this situation either a daily actual or an accumulative statistic is also required to complete the entry. Secondly, a meter reading at a given date can be entered whereby the daily actual statistic and the cumulative statistic value are calculated using the meter difference.

The system calculates a daily average for an item of equipment. This can be used for the purpose of estimating the value of a future statistic. In particular, this calculated average is used in conjunction with the Maintenance Scheduling module in predicting future maintenance requirements. Also, this average can be reviewed when reviewing operating statistics for a nominated item of equipment.

The input of Equipment Numbers for recording of Operating Statistics can be achieved in a number of ways:

▪ Operator input of a single Equipment Number.

▪ Operator input of multiple Equipment Number in a multi item window.

▪ Operator input of a Productive Unit thereby displaying each piece of equipment in the Productive Unit hierarchy on a multi item window.

▪ Operator input of an Equipment List thereby displaying a list of equipment.

Entering Operating Statistics

Single Item Statistics Entry

Operating Statistics are entered into Ellipse via the “Maintain Equipment Operating Statistics” module (MSO400).

The following information can be entered on this window.

Option - Enter the option applicable to Create, Modify or Delete mode.

Entry Format - Enter the appropriate entry format according to the nature of input required if creating statistics (not input when Modifying or Deleting statistics). The entry format defines which field or fields on the statistics input windows are available for statistical input. The following formats are allowed:

A Any Statistical Input (i.e., Cumulative, Daily or Meter or Change Meter)

C Cumulative Statistic Value

D Daily Statistical Value.

M Meter Reading Value

Statistic Date – Enter the date of the Operating Statistic you wish to Create, Modify or Delete, dates should be the current date or a date in the past

Note!! For purposes of Maintenance Scheduling, the operator can choose to input future Operating Statistics. This will aid in fine tuning the occurrence of scheduled maintenance. Future records are automatically overwritten and adjusted as actual statistics are recorded.

Statistic Type (Optional – Table 'SS') - Enter the appropriate Statistic Type defining the Operating Statistic you wish to maintain. Upon entry the value will be carried forward onto subsequent windows. The Statistic Type must exist on the Operating Statistics Profile for the equipment, or for its Equipment Group Identifier. It also must be defined as enterable, or if it is defined as inferred then the item of equipment must not be fitted as at the date of the operating statistic being maintained.

Equipment Reference (Optional) - Enter the Equipment Reference for which you wish to record Operating Statistics. The methods for referencing an Equipment Number are defined in the equipment numbering standards. Entry in this field indicates that a single Equipment Number is to be actioned and, as such, will cause the detail window to be displayed. This field must be used when using the Modify or Delete option.

For these options the statistic file is checked to ensure that if a Reset or Change of Meter record is being Modified, or Deleted, that there are no further records on file.

Equipment List Type (Optional) - Enter a valid Equipment List Type. Entry is only available for Option 1 (Create). It will be validated against the 'LI' Table File.

Equipment List Identifier (Optional) - Enter a valid Equipment List Identifier. Entry is only available for Option 1 (Create) and is mandatory if an Equipment List Type has been entered. The List Type and Identifier must exist as a valid Equipment List in order to define the list of equipment you wish to enter statistics for.

List Indicator (Optional) - Enter a Valid List Indicator. Entry is only available for Option 1 (Create) and is mandatory if an Equipment List Type and Identifier have been entered. Valid entries are 'L' to retrieve Equipment Items for the entered List or 'A' to retrieve Equipment items for the entered List and its Sub-Lists.

Productive Unit (Optional) - Enter the Productive Unit in order to define the list of equipment you wish to enter statistics for. Available only for option 1 - Create.

Shift (Optional - Table `SH') - This field is only available for a security level of 5 and above. Enter the Shift Indicator defining the particular shift values you wish to enter statistics for. Entry of a Production Allocation Shift Code will not be allowed. This will be determined by an associated value on the table file.

Press Enter.

The An Operating Statistic window displays.

This window allows the operator to Create, Modify or Delete a single Operating Statistic for a piece of equipment and at the same time view prior and later statistics.

The following information can be entered on the window.

Statistic Value (Mandatory for Entry Format 'D') - Enter or Modify the Daily Statistic Value for the item of equipment. This field is protected for entry formats 'C' and 'M'.

Cumulative Value (Mandatory for Entry Format 'C') - Enter or Modify the Cumulative Statistic Value for the item of equipment. This field is protected for entry formats 'M' and 'D'.

Meter Value (Mandatory for entry Format `M') - Enter or Modify the Meter Reading Value for the item of equipment. This field is protected for entry formats 'C' and 'D'.

Note: The above statistical related entry fields can be entered to 2 decimal places and must be positive. Negative Statistic values may be displayed but are created through the Production Reallocation Batch Process.

Multi Item Statistics Entry

This window is selected when the Equipment Number is left blank, or when a Productive Unit or Equipment List has been entered.

[pic]

If a Productive Unit or Equipment List was selected on the prior window the window will display with a list of equipment for which to enter or statistics.

During validation each equipment item will redisplay, with the recalculated values for confirmation, prior to update.

Maintain Maintenance Schedule Task

Introduction

Maintenance Scheduling Tasks (MST’s) Identify recurrent tasks that need to be performed on items of equipment by a specific Work Group.

MSQ700 has been developed to update, review and manage Maintenance Schedule Tasks. Each MST record includes:

• The equipment number/reference upon which the task is to be performed.

• A short description of the task. There are two lines of 45 characters each

• The workgroup responsible for performing the task.

• The Standard Job that will be used to create the work order.

• The four scheduling parameters; scheduling unit, frequency, indicator, last scheduled/performed date/statistic; the combination of which define when the task will be next scheduled.

The program is accessed from the Ellipse explorer screen and when accessed, it opens in the search mode. MST’s can be located in the system using an Equipment search or a Work Group Search and once located, the record can be opened in the detail view to review/maintain the data held against the record

Search

When MSQ700 is opened, it will default to the “Search” mode. To search for an MST or group of MST’s, entered the search criteria in the top half of the screen and select the “Search” button. A list of MST’s will be displayed in the summary grid at the bottom of the screen. If there is only one record returned, it will automatically open in the detail mode.

There are two principle search criteria available one of which must be used, while both can be used to make the search more specific, they are:

▪ Equipment Search.

▪ Work Group Search.

When using an equipment search, entry of the equipment number only, will return all MST’s that are linked to the entered equipment reference, either the equipment number or the SPN can be entered. If a specific task is to be reviewed, the equipment reference and the Task number can be entered, and when the search is completed, the specific task will be opened in the detail mode.

With a Work Group search, only the work group code is entered and all of the MST’s linked to the work group will be displayed in the results grid.

If both the equipment reference and the work group are entered only those MST’s with a link to both criteria will be returned.

Search for an MST:

Enter the Equipment Reference and/or the Work Group code then click the search button.

All MST’s that meet the entered criteria will be displayed in the grid in the lower section of the screen. Scroll through the grid until the required record is identified.

To open the record in detail, select the entry and double click, the record will open in detail.

Detail Review:

With the record opened in the detailed mode, the top section is the header information and there are 3 tabs.

In the Header, the Equipment Reference, Task number and equipment Description are held.

General Information Tab:

In the General Information Tab the following detail can be seen:

▪ Task description, 2 lines of text (45 characters each) to describe the task requirement

▪ Job Description code (used to indicate the latitude % for completion of the task)

▪ Work Group. Indicates which Work Group the task is assigned to.

▪ Standard Job. Indicates which Standard Job will be used to create the Work Order at commit.

Scheduling Information Tab:

In the Scheduling Information Tab the following detail can be seen:

▪ Schedule Indicator

▪ Statistic Type

▪ Frequency

▪ Operative Fields (Last Scheduled/Performed Dates/Stats – Next Scheduled Date/Stat

Shutdown Information Tab:

In the Shutdown Information Tab the following detail can be seen:

▪ Shutdown Type, ARTC use this code to indicate if the equipment is Leased or Owned and this is used in a number of reports.

Create a New MST:

When MSQ700 is opened from the explorer, the program will be opened in the search mode.

To create a new MST, click the “MST” on the tool bar and a menu will drop down, select “New” from the menu and a dialogue box will be displayed, click the “OK” button and a blank detail screen will be displayed.

Data can be entered into the screen in two different methods,

▪ Manually enter all of the details

▪ Copy an existing MST and change the necessary details to make the new MST unique.

From a Blank Screen:

To create an MST from a blank screen the following process is required.

Header section: With the blank screen opened, enter the Equipment reference and the required task number in the header section. Note!! To ensure the task number has not been previously used for this equipment number, a search, which must include any inactive tasks, should have been undertaken prior to commencing this process.

Under the “General Information” tab, the following detail must be entered:

▪ Task Description: the description of the work that has to be completed, there are 2 lines each with 45 character available.

▪ Job Description: code, this will be used with BO reports to determine compliance, this code is the % latitude allowed for the completion of the work to be compliant.

▪ Work Group: Enter the code that represents the work group that is responsible to get the work done.

▪ Standard Job: enter the Standard Job that will be used by the system to create the Work Order at committal.

Under the “Scheduling Information” tab, the following detail must be entered:

▪ Scheduling Indicator: The scheduling indicator is used by the system to control how the next due date for a recurrent task is calculated The Scheduling Indicators are as follows:

1. Last Scheduled Date

2. Last Scheduled Statistic

3. Last Performed Date

4. Last Performed Statistic

5. Dual Last Scheduled

6. Dual Last Performed

9. Inactive

Example: Scheduling Indicator 3 (Last Performed Date) uses the date when a task was last performed (date entered on the work order as the closing date) as the baseline for calculating the date when the task is next due.

▪ Statistic Type: The stat type will be blanked if Indicator 1 or 3 are used. If Indicators 2 or 4 are used, the field will be active and will require an entry of the statistic type, eg, HR, KM etc. that will be recorded against the equipment for the purpose of rescheduling.

▪ Scheduling Frequency: The scheduling frequency is the number of scheduling units that must elapse between occurrences of a recurrent task. If Indicator 1 or 3 are used, the system assumes the Frequency Units will be (calendar) days e.g. the scheduling frequency of a task that is performed every 2 weeks is 14 (days). If Indicators 2 or 4 were used, the system requires a statistic type entered and will calculate the next required date using the stats entered against the equipment and the frequency recorded in the MST.

▪ Operative Fields: The system must be initiated by entering a “Last” date and requires an entry in the operative field determined by the indicator entered, that is if indicator 1 is used, the system will require a date in the “Last Scheduled Date” field and when the new record is saved, the system will calculate the “Next Schedule Date” using the LSD and the Frequency. If Indicator 3 was used, the system will require an entry in the “Last Performed Date” field etc.

Note!! If the MST has been created as an inactive task, the operative fields are not required. When the inactive task is to be initiated, or reinitiated, the system will then require a date in the respective field.

Under the “Shutdown Information” tab, the following detail must be entered:

Shutdown Type: This code has been redeveloped by ARTC for reporting purposes, and records the maintenance status of the equipment. Enter an “L” if the equipment is “Leased” and an “R” if it is “CRN” (Country Residual Network equipment)

Copy an Existing MST:

To copy an existing MST, click on “MST” on the tool bar in the detail mode, then select “Copy From” in the dropdown menu. A dialogue box will be presented for the entry of the details from the existing MST.

Enter the equipment number and the task number of the MST to be copied and click the OK button.

All of the details of the existing MST, except the last scheduled/performed dates, will be defaulted into the blank screen. Make the required changes, enter the last scheduled/performed dates and save the record.

As a minimum, the Equipment Number and /or the Task number must be changed and the last scheduled/performed dates, for example, if there were a list of similar equipment that required the same inspection, the initial MST would be created manually the copied for each of the other equipment in the list, this would be done by copy the original and change the equipment number each time as all other details would be the same.

Work Management

Introduction

MSQ740 has been developed to update, review and manage scheduled work. The ‘drag and drop’ functionality and visual are features of this application.

Search

To search for work periods the user can invoke a search using a search method listed below. A list of Work Groups displays in the summary grid at the bottom of the search.

The search methods include:

▪ All (Work Group field is disabled when this option is selected)

▪ Exact Match

▪ Starts From.

▪ Starts With.

If “All” is the selected Search Method, click the “Search” button and all Work Groups will be displayed in the grid in the lower section of the screen.

If “Exact Match”, “Starts From” or “Starts with” is selected, the “Work Group” field will become active and the entry of a work group code will be required.

Click the “Search” button and all Work Groups that meet the entered criteria will be displayed in the grid in the lower section of the screen.

To display the work group periods, double click on the required work group and the work group period dates will be displayed in the RH side of the grid.

Work group periods displayed beginning with the current committed period or the earliest uncommitted period (if no periods currently committed)

Schedule Period Detail View

To display a work group period in detail, select the required period and double click on the entry. The work group period detail screen will be displayed.

This screen is made up of two sections the header section and the summary grid.

If the period opened is a committed period, “Committed Period” will be displayed at the upper RH of the header screen.

The summary grid in the lower section of the screen contains all of the predicted work for the period. If the period is a committed period then the records displayed will be Work Orders and the W/O number will be displayed, while if the period is an uncommitted period, the lower section will only contain MST’s.

There are a number of icons set on the tool bar; the most useful are detailed below:

When any of the indicated icons are selected, a dialogue box will be displayed enter the required detail in the dialogue box and save to complete the function.

Reschedule a Task:

When you want to reschedule tasks in a work group period you can use the Reschedule dialog box to specify the work group period nominated to receive the rescheduled tasks. Clicking OK in the Reschedule dialog box transfers the tasks from the current work group period to the work group period specified for the reschedule.

Click the icon and the dialogue box will open. Enter the new schedule date and click the OK button. The dialogue box will close, click the Save button and the reschedule will be complete. There is another method of rescheduling, by opening the screen which contains the task(s) to be rescheduled and the screen for the period that the task(s) are to be rescheduled.

Highlight the task(s) by clicking on the entries if more than one, hold the “ctrl” button on the keyboard while you select the tasks, the click on one of the highlighted tasks and holding the Left Mouse button down, simply drag the entries into the new period and release the mouse button. Save the screen and the tasks will be rescheduled.

Complete a Task: Click the icon and the dialogue box will open. Enter the date the task was completed, the name of the employee responsible for completing the task and the completed code and click the OK button. The dialogue box will close, click the Save button and the task will be closed. If multiple tasks are to be closed using the same data, select all of the tasks by hold the “ctrl” button on the keyboard and select the tasks, click on the icon, the dialogue box will be opened.

Enter the required detail and click the ok button, the dialogue box will close, save the screen. All of the tasks will be closed with the same detail.

Forecast Process the Work Group:

By selecting this icon the program MSB700 can be invoked from the desk top with the relevant essential information defaulting into the MSB700 batch process.

The dialogue box will open; the printer id and the number of periods can be changed. When the data is correct, click the “Submit” button and the process will be completed.

MSB740 Commit Process:

By selecting this icon the MSB740 can be invoked from the desk top with the relevant essential information defaulting into the MSB740 batch process. This particular process allows the next uncommitted period to be committed.

MSB740 Create Process

By selecting this button the planner can invoke MSB740 from the desk top with the relevant essential information defaulting into the MSB740 batch process. This particular process allows future uncommitted periods to be committed that are not next due. This process is only applicable for particular business processes.

Page left blank intentionally

Reports

Introduction

The ability to extract meaningful reports from the Ellipse system is an important element in the progression of a preventive maintenance plan, and selective reporting is part of the maintenance feedback loop. In Ellipse, reports can be used for a number of processes. Each program has a number and the prefix of the program number will determine the purpose of the report, that is if the report number begins with a “MSR” the report will only return data from the Data Base in the format requested by the report, if the prefix is “MSB” the report is a “Batch Update” and will make changes to the data in Ellipse and “MSH” is the prefix for “Housekeeping” reports, these are used to correct data in Ellipse.

The Reports Index is held in the program “MSO080” and allows to access the list of available reports in Ellipse.

Process Summary

The Reports are accessed from the main menu by entering MSO080 or the short cuts ‘080’ or ‘R’ in the command line followed by a “,” or “.” then the report number (example R,MSR745) this will open the “Maintain Report Request” screen.

If the number is not known, entry of the initial characters for the string will open the ‘Reports Index’ where you can enter a partial program name in the available field and the display will restart with the first program in the range at the top.

When the report has been initiated, the request can be maintained in MSO083.

After the report has completed, if it was run to online review, it can be reviewed in MSO086. Index

Learning Objectives

At the end of this learning session the participant should be able to:

• Select a Ellipse report (MSO080)

• Set the report parameters

• Run a report and review the report status (MSO083)

• Print the selected report

• Review the report online (MSO086)

Accessing the Reports

There are two methods of selecting a report:

• If the report number is not known the index can be searched to locate the required report (Method 1).

• If the number is known, the report can be displayed directly from the menu page (Method 2).

Method 1 – Reports Index

If the required report number is not known, open the reports index by typing MSO080, 080 or R in the command line in the Ellipse explorer window then Press .

Accessing a Report Method 1 – Review the Report Index

When the reports index is called, a grid will be displayed showing the available reports, page through the index using the scroll bar until the desired report is located. If the first part of the report number is known, type the known characters into the command line and click “OK”. This will restart the index at the first report with those characters. Scroll through the screens to locate the desired report.

Accessing a Report Method 1 – Select a Report from the Index

Once the desired report is located, select the report by highlighting it with the mouse and using the Right Mouse Key, click on the entry. A menu will drop down, select “Actions” and then click on the “Select and Close entry. The Report Request screen will be displayed

Method 2 – Report Number Entered Direct

If the required report number is known, open the report request screen by typing “R” followed by a comma or full stop then the report number (no spaces) in the command line in the Ellipse explorer window and Press .

Maintain a Report Request

Once the report has been selected, using either method, the “Maintain Reports Request” screen will be displayed. There are a number of fields that require entry or amendment prior to running the report.

With the Report Request Screen opened, select the medium from the Popup menu the most common selection will be P – Print or E – Email. If the Print medium is selected, enter the printer number where the report will be printed.

If the report is to be produced immediately, enter a “Y” to initiate a batch run. If the “Y” is left out, the report will be queued to run at the default time indicated on the request

With the entries completed, click on the OK button to open the “Modify Reports Parameters” screen.

Report Parameters:

With the “Modify Reports Parameters” screen opened, enter the require data, the parameter requirements for each report will be different.

Each report will have a unique set of parameters. Enter the required parameters, then click the “Save” button on the tool bar.

The “Reports Request” screen will be redisplayed

Submit the Report:

The Reports Request screen will redisplay with a message Job Submitted for Processing

After the report has been submitted, its progress can be monitored by clicking on the “Review Req”

The Reports index can be revisited by clicking the “Avail Rpt” button

OR the program may be closed by clicking the “OK” button.

Monitor the Report Progress

The report progress can be monitored by viewing the “Maintain report Request” screen. This screen may be accessed directly from the reports screen by clicking the “Review Req” button on the tool bar or from the Ellipse Explorer screen by entering “MSO083” in the command line.

With the screen opened, the details of the progress of the report can be seen. NOTE! The screen will not automatically refresh, to monitor the status of the report, click the “Refresh” button on the tool bar and the screen will update with the latest progress of the report.

When the report is completed, the details of the report will disappear from the screen after it is refreshed.

Common Maintenance Reports

There are a number of Ellipse reports that are commonly used during the Scheduling process, they include:

MSB700 – Create Maintenance Schedules

MSB740 – Commit Maintenance Schedules

MSB740A & B – these are system generated reports and are a summary of the commit process.

There are a number of Business Object Reports used to support the Scheduling process. They will be detailed in another manual

MSB700 – Create Maintenance Schedules

MSB700 is used to produce a forecast of the work projection for a work group, it can forecast up to 20 Work Group Periods in advance.

Work Group – Enter the work group(s) that are to be forecast, up to 10 work groups can be entered and run from this screen.

Periods to schedule – enter the number of periods that are to be forecast. If the field is left blank, the system will default 18 periods.

NOTE! 2 characters are required, eg, 05 for 5 weeks.

MSB740 – Commit Maintenance Schedules

This is a “Batch Update” report and when run will make permanent changes to the data base. Once the Work Group period work is established and MSB700 has been run to establish the forecast, MSB740 must be run to commit the work for the period. During this process there are a number of actions that will occur:

• The system will create work orders from the MST’s that were in the schedule period.

• The system will ignore any MST’s that have an opened Work order linked.

• For any work group period, the system can only commit once, that is the process can not be recommitted for the same dates.

Enter or modify the following fields:

• Work Group – Enter the Work Group code to be committed (Only one W/G can be committed at a time).

• Scheduled Period Start Date – This field should be left blank, with the exception of the INITIAL commit for a NEW Work Group.

• Planned Schedule Report – if the entry is left, the system will print a summary report of the work orders created from the commit, this is not required as there is a BO report available for this purpose, delete this entry.

• Work Order Job Card report – if this entry is left, it will initiate the printing of Job Cards, these are not required, delete this entry.

• All other fields are to remain as defaulted.

MSB740A – Commit Maintenance Schedule Update Report

This report is generated from the system each time a commit occurs. Detail displayed in this report includes the number of records processed and the number of records created. There is a particular entry that should be noted, the number of tasks dropped due to open WO’s. If there is an entry here, this will indicate that all of the expected work orders haven’t been created to determine the impact on the schedule, there is another system generated report produced when there are tasks dropped, it is MSB740B.

MSB740B – Tasks Dropped Due to Opened W/O Report

If there were tasks dropped during a commit, the system will generate a control report which details what MST's have been dropped.

[pic]

-----------------------

Un-Committed Period, There is no display at the top of the screen.

Committed Period, note the display at the top of the screen.

Commit a workgroup period.

MSB740 create process.

Forecast a workgroup.

Complete a task.

Reschedule a task.

YES

NO

YES

NO

NO

YES

Forecast Successful?

Close Work Orders WMS

Execute Work Orders

Work Orders signed off

Commit Successful?

Run Commit MSB740 & check reports MSR741, MSB740A MSB740B

Rectify the problem

Rectify the problem

Run Forecast MSB700 & check reports.

Close W/O’s identified by report, if appropriate WMS

Run BO Report to generate list of scheduled W/O’s and current defects.

“Attention before Commit”

Run BO Report “Attention before Commit”

Distribute W/O’s and current defects as directed by Team Manager.

Outstanding W/O’s?

Ellipse Database (Work Orders)

[pic]

................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download