Microsoft access cmms database

This makes the system much easier to manage. An exception would be one very large or complex equipment item that has component parts that perform specific functions within the overall equipment item. Spares are spare parts also called "inventory" used to maintain your equipment. Spares could be specific parts, fasteners in general, fluids or anything else used to maintain your facility and it's equipment. So of our users have even used the Inventory screen to manage ingredients. When spares are used they are linked to the following:.

Spares may be of any user-defined type. By default they are listed as Inventory , however Non-Inventory, Consumables , etc. This inventory video explains adding an inventory item spare and other useful topic from the inventory software module. Yes but due to database relationships and specific data type this is best performed by our expert team.

Additionally, we often import equipment lists so that you can immediately start benefiting from MaintSmart. No, it is not necessary however these two modules do compliment each other and work very well together. For example if using the purchasing software module and receiving items from a purchase order PO these items automatically increment the quantities in the inventory database.

Additionally partial receives are managed completely by the software as are returns. Purchase requisitions may be approved, in the case where a very formal a secure purchasing process is desired. Requisition approval level are established for various qualified CMMS users. These level may be customized by you to perfectly fit your situation. Here are some hypothetical examples:. Once all items are approved on a purchase requisition the requisition can be immediately converted to a purchase order PO , provide the user has Buyer permissions.

These permissions can be assigned one to a user for the most secure purchasing system or you can assign 2 or more permissions to one or more users so that highly trusted user can create a PO directly without approvals, etc. Learn more about approving purchase requisitions from this video.

We also provide a powerful custom report builder that enables you to drag and drop any data you need and build beautiful statistical reports that include a custom chart. Additionally these reports may be exported to multiple formats for sharing with other users or for posting on your intranet as a web page.

When the Save As dialog screen appears choose the Excel. Email servers are protected on your network so that virus programs and other unwanted senders cannot send email from your server without your express approval. This process should only be performed by your IT personnel or other qualified network technician. MaintSmart has a powerful and flexible report scheduler.

These reports can be virtually any report available in the CMMS. Here are some examples:. There are countless other reports and each report may be filtered to provide exactly what is needed. Thereafter the report always queries the correct data without any interaction from you. The print scheduler sends out printed documents automatically based upon your criteria and filters. This system is completely automated.

Since the software is sending out print jobs to printers and these printers are connected to the computer that is generating automatically the print jobs, the print scheduler also needs to know the computer name. This prevents the print scheduler if run from a different computer from sending print jobs to either invalid or inaccessible printers. This applies to all printers accessible to the computer whether they are local or network printers.

When changing the name of the scanning and print job issuing computer or the entire computer for a new one, the computer name for the report scheduler must also be updated. This is very simple to do by simply choosing the name of the old computer name from the drop-down box to update to the new computer name as shown below.

How to Change the Print Scanner Computer. In most cases if a new data item equipment, task, personnel, etc. The reason for this is that the drop-down boxes generally have entries that are loaded from the database. If an item example: new equipment item is added from the Equipment Items screen the program does not automatically load drop-down boxes on screens that are currently open when the item was added. If it did reload the drop-down boxes every time a new data item was added your current addition or edit to the main target screen would be altered.

Consider a network where multiple users re adding data to the same data table that loads the drop-down boxes you are working with on, for example, the work order screen. The first option is self-explanatory.

The second option is generally available when you see the Yellow Funnel or Lightening Bolt button next to the drop-down.

For example, if currently working on the work order screen and you leave the work order screen open to create a new equipment item when you return to the work order screen clicking the Yellow Funnel and choosing the Display All Equipment from the context menu all newly added equipment will load the drop-down box.

Filter Equipment. Data grids are arranged in rows and columns. Each column represents a field in the database. These columns can be sorted in ascending or descending order by clicking the center of the column header. It is also possible on the main screens to save the sort order, column width and hide columns completely. These settings are then saved to your user ID so that they come back whenever you open that particular screen. The images below depict procedure to sort and save sort configuration.

Saving a Grid Sort. This benefits you in several ways: You will understand the capabilities of the software and how they integrate with each other. You will feel confident in navigating though the software. You will learn how to add and print work orders and preventive maintenance lists. Best of all you can ask any question and have our CMMS expert answer you immediately while demonstrating the answer online with the CMMS Typically this personalized demo takes minutes but it can be as long or short as you need to feel confident in the capabilities of MaintSmart.

Preventive maintenance. Purchase requisition and purchase order management complete solution Inventory management. Equipment downtime tracking. Analysis and reporting modules for all the above. Additional Capability: Role-based permissions make it possible for everyone in your organization to use the software at some level.

Equipment hierarchy gives you a way to group your equipment in a logical and intuitive way. This is used for filtering and reporting. Powerful report builder creates custom reports with chart of any data from every screen using intuitive drag and drop. Print and Email Scheduler automatically send date-sensitive PMs and other reports based upon user-defined schedule.

Interactive personalized dashboard with drag and drop shopping cart and KPIs Event management system. Notifies users by email of various user-defined events.

Example: Purchase requisition approved. Barcode scanning work orders, equipment, personnel and inventory spares.

Extensive analysis modules for all main modules provides optimization recommendations to improve reliability and efficiencies.

Utilities and Other Useful Features Work requester capability provide an accountable way for non-maintenance personnel to request work directly to maintenance. Several search options by typing or filtering make locating the correct data simple and very fast.

Duplication features for speeding up configuration of preventive maintenance task lists and more. Data row coloring for out of range items. Grouping of items for filtering and finding the correct items fast. Completely translatable into any language. Ten 10 translations provided in trial version. Two inventory audit functions. All spares used are referenced to where used, why used and who used. Reporting Crystal reports included with filterable detailed reports.

Many have charts. MaintSmart report builder. This is a drag and drop report builder that works from any screen. Simple and very powerful. MS Excel direct export. Every screen directly exports data to Excel then opens the new Excel file. Web page export. All screen directly export all data and convert the data to a web page for you seamlessly.

You can always share data with MaintSmart. MS Excel automation from analysis screens imports analysis data to Excel then builds statistics and a nice chart. Software License and Support Options Option 1: Permanent License MaintSmart Enterprise is a one time purchase with no required fees of any type later and a perpetual license lifetime license. Option 2: Monthly Subscription. This is MaintSmart Enterprise running on our Cloud server.

Option 3: MaintSmart Web. This is a web add-on to the MaintSmart Enterprise solution lifetime license. Option 4: MaintSmart Phone: cross-platform smart phone application available late Extended Support annual : chargeable but completely optional provides toll-free phone support, priority email support, free upgrades and free online trouble-shooting. Standard Support: free to all users forever include standard email support. Normal Login Procedure The normal login requires a user name and password to access the software.

Bypass Login The bypass login feature provides the administrator the ability to create a button for each of the main user groups Requester, Basic, Power user and Administrator. Of course you can also call and we'll walk you through the database connection procedure. Software Options and Versions. What is MaintSmart Enterprise? Purchasing management RFQ inventory requisitions requisition approval management purchase orders inventory receiving partial, full, returns, etc.

Is the a Smartphone Version of MaintSmart? The smartphone version of MaintSmart is available in Beta as of March Software Licensing FAQs. How is MaintSmart Cloud Licensed? How is MaintSmart Web Licensed? How is MaintSmart Mobile Licensed? Are Discounts Available to Charitable Organizations? How is MaintSmart Priced? Our software comes in four different platforms. Use this template to create your own nutrition tracking database to keep track of how much you exercise and what you eat, including detailed nutrition information and recipes.

Create a marketing projects database to track time-sensitive deliverables, employee roles, and vendors using this intelligently designed Access template. Navigate by project, deliverables, and employees, keep an eye on budgets, owners, costs, and status, and generate focused reports such as Project Balance Sheet and Deliverables by Assigned.

Create a project tracking database to track multiple projects, including time-sensitive deliverables, owners, and budgets, using this popular Access template. Navigate by projects, tasks, and employees, keep an eye on costs, priorities, and status. Create a personal account transaction database to track income and payments across domestic categories from groceries to healthcare to charitable donations using this Access template.

Search and view income and expenses by category and view tax reports. A field for memos helps you remember handy details for every transaction. Create a customer service database to manage multiple issues tracking assignments, priority, status, customer, and resolution using this Access template.

Navigate by open cases using multiple criteria, create and manage knowledge base articles, and manage customer details while producing useful reports such as Open Cases by Assigned To and Overdue Cases.

Create and maintain an up-to-the-minute database of your business contacts and call history using this simple yet effective Access template. In addition to maintaining details on company, job title, and contact information, you can navigate and search by contacts, calls by contact or subject, as well as add contacts from Outlook.

Assign and track status of customer calls using this dynamic Access template. Navigate by customers, employees, and calls, as well as track by priority, status, and assignment. And you can generate useful reports in real time such as Open Calls by Assigned To that can give you the extra edge you need when things get busy. Create and manage a home inventory database to retain and manage vital data on your personal belongings using this Access template.

Search by item name, category, or location, while retaining important details for insurance purposes, such as condition, acquired date, and value. Attach photos of items to each entry to help ensure reimbursement in the case of loss or damage. Manage your organization's client cases and projects, including billing, invoices and balance sheets using this robust Project time and billing Access template.

Fields for owner, workcode, and status help you track progress, time worked, and costs while you generate instant reports on everything from Billing by Workcode to Employee Time. Manage your accounting books with this business account ledger template. This database can track income and expenses by category and generate financial reports. Manage your entire workforce's hours worked using this robust time card Access database template.

Fields for workcode and description help you keep track of costs and work areas while you generate instant reports on everything from Billable hours by Employee to Billable Hours by Project. Manage your project's open issues with this popular Access database template. Maintain details about issues and issue assignments, as well as track opened dates and deadlines.

Fields for status, category, and priority help keep things moving forward and powerful navigation allows you to instantly get a handle on what's happening and continuously up your game. Create and manage a vehicle maintenance database for your organization's fleet, tracking servicing, shops, dates, and mileage, as well as costs, using this popular Access template. The reality is that developing in house will end up costing you many thousands.

I am going to be the oddball in this discussion. To me it was like trying to drive a square peg in a round hole, I could make it work but it was not pretty. You will end up with something that has no relation to Maintenance Management. I admit that I had several iterations after that but they all built on the previous implementation.

I started entering baseline data in August, went on line in October, and the WO flow had leveled and was running smooth by December. I have a flexibility that cannot be matched by OTS systems. If I need a report I make it on the spot, just about every query is printable or I can drop in Excel.

I have a system that does every thing I want it too; but I am not so foolish as to believe that this is the solution for everyone. I can honestly say it has worked for me and I cringe at the thought of implementing Maximo. I have yet to fine anyone in my organization that likes Maximo; that is anyone on the deck plates. Upper level management thinks it's great but as is typical will not help with the implementation, they just want the results.

Oh well, gotta go to work! CMMS systems can be great tools or a nightmare. It's all in how you deploy it. The SME's should drive how the programmer develops the database and it's features. The programmer works for the SME's I have seen it this way though. The goal is to get what you need in a CMMS system based on what your processes are designed to do.

Often the CMMS is purchased then the processs are mapped. This is happening on a current project that I am involved in. The IT people are driving how and what the system does without input from the users.

This is the wrong way to deploy such a system. Tail wagging the dog syndrome once again! I have experienced both excel and access crashing when the file sizes rose above 60MB. This limitation may not exist with the latest version of Access. In access you can create a query that creates a report when a certain parameter in a field is updated and have it send an automated e-mail to responsible individuals when the update occurs.

If you are going to be pulling vast amounts of data then Oracle or SQL Base or something along those lines will be required. However they are what I call pure databases and require some sort of user interface to be developed where you can see the data.

The popular method is to use a Web browser to access the data. This may be done by utilizing java script for controls and VBscript or other advanced features to create a connection to the database and the desired table and fields. This is an advnced method and would require a programmer. You can obatin a free version of Oracle from Oracle. There are also inexpensive programs that will read any ODBC compliant database, tell you the fields size and data type, read the data, convert it into another format and output it to pretty much anywhere you want it.

Development in house is costly and leaves you at the mercy of your current programmer. You are better of purchasing something that you can work into phases for cost. If you want i have a low costing system that i have been using and it is very inexpensive and gives you the flexability to prioritize you planning when cost is a big concern. Jesus A. Pacheco Jesus. Pacheco tempowebworks. This is not a sales vehicle Jesus. Please don't use it as such. If you need customization some companies provide this at a substanial cost.

CMMS that are fully customizable i. My opinion is find a CMMS that is semi-customizable i. This would include the cappability to customized all label, menus, and other literal text in the program as well as on all reports generated by the program.

This is required if you need a multi-lingual CMMS too. The only advantage of creating your own system is that you have complete control of how it works. If you are the type of person that loves to be in control, then go ahead and do the development. For the rest of us that are out to save money in our operations, buy a software package.