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P C M E C H A N I C
Version 2.0
USERS MANUAL
Copyright (C) 1986-1991 Michael R. Busman
C O N T E N T S
---------------
PAGE
LIST OF FILES ON THIS DISK ....................... 1
INTRODUCTION ..................................... 2
INSTALLATION & HARDWARE REQUIREMENTS ............. 4
GETTING STARTED .................................. 6
UTILITIES SYSTEM ................................. 7
INVENTORY SYSTEM ................................. 8
WORK ORDER SYSTEM ................................ 12
PREVENTIVE MAINTENANCE SYSTEM .................... 14
EQUIPMENT DATABASE SYSTEM ........................ 17
EMPLOYEE DATABASE SYSTEM ......................... 18
TIPS & POINTERS .................................. 19
GETTING HELP ..................................... 20
HOW TO REGISTER PC MECHANIC ...................... 22
REGISTRATION FORM ................................ 23
HISTORY OF PC MECHANIC ........................... 24
DISCLAIMER OF WARRANTY
THIS SOFTWARE AND MANUAL ARE SOLD "AS IS" AND WITHOUT WARRANTIES
AS TO PERFORMANCE OF MERCHANTABILITY OR ANY OTHER WARRANTIES
WHETHER EXPRESSED OR IMPLIED. BECAUSE OF THE VARIOUS HARDWARE
AND SOFTWARE ENVIRONMENTS INTO WHICH THIS PROGRAM MAY BE PUT, NO
WARRANTY OF FITNESS FOR A PARTICULAR PURPOSE IS OFFERED.
GOOD DATA PROCESSING PROCEDURE DICTATES THAT ANY PROGRAM BE
THOROUGHLY TESTED WITH NON-CRITICAL DATA BEFORE RELYING ON IT.
THE USER MUST ASSUME THE ENTIRE RISK OF USING THE PROGRAM. ANY
LIABILITY OF THE SELLER WILL BE LIMITED EXCLUSIVELY TO PRODUCT
REPLACEMENT OR REFUND OF PURCHASE PRICE.
PC MECHANIC
Page 1
LIST OF FILES ON THIS DISK
--------------------------
To insure that you are working with the complete PC MECHANIC
package, the following files should be included on the program
disk:
FILENAME FUNCTION
-------- --------
INSTALL.BAT Installation batch file
PCMECH.EXE Main PC MECHANIC executable file
READ.ME Explains how to print out documentation manual
Display using the DOS TYPE command
PCMECH.DOC This file, the users manual
INV.OVL Inventory system overlay file
UTILITY.OVL Utilities subsystem overlay file
WORK.OVL Work order system overlay file
PM.OVL Preventive maintenance system overlay file
EQUIP.OVL Equipment database system overlay file
EMPL.OVL Employee database system overlay file
PMMASLST.FRM Report format file
TRADERPT.FRM Report format file
LOCAT.FRM Report format file
EQUIPRPT.FRM Report format file
WOHEQUIP.FRM Report format file
WOHLOC.FRM Report format file
PMDONE.FRM Report format file
PMBAKLOG.FRM Report format file
PERFREVU.FRM Report format file
EMPLIST.FRM Report format file
SENIORITY.FRM Report format file
EQUIP.FRM Report format file
EMPHIST.FRM Report format file
PC MECHANIC
Page 2
INTRODUCTION
------------
Why computerize the preventive maintenance and work order
system? If your operation handles more than a couple of hundred
work requests per week, it is very easy for many to "fall through
the crack" or get lost in a paperwork system. Once a work
request arrives and is passed on to the appropriate trade
supervisor, you have no immediate record of the request or
control over the prioritization or scheduling.
Have you ever wondered how much output you are getting from
your employees? Does it take an inordinate amount of time to dig
up information on how much was spent on repairs for a particular
piece of equipment? Can you easily document how much was spent
on repairs for a certain department due to the department's
neglect or abuse of equipment? Once set up does your preventive
maintenance system keep an employee occupied pulling cards or
writing up preventive maintenance work orders? Do you know what
your corrective and preventive maintenance backlogs are? Have
you ever had to hunt through file drawers to find a part number
or lubricant type for a piece of equipment? Do you know how many
of the outstanding work requests are 1 week, 2 weeks, 1 month, or
2 months old? Do you know how much spare parts inventory is
sitting on the shelf? Do you have too many last minute parts
purchases because someone forgot to tell you when the supply got
low? Do you have $3000-$15,000 to spend on a commercial
maintenance software package?
If you honestly answered the above questions, then you
should begin to think about how the PC MECHANIC MAINTENANCE
MANAGEMENT SYSTEM may be an organizational tool to help you.
How? Because a computerized work order and preventive
maintenance system can do the necessary number crunching and
menial tasks such as retrieving records, printing work
assignments, posting to records, and report generation that may
be too much for your present staff.
The PC MECHANIC is an application written in the dBASE
programming language. Although dBASE is a very powerful database
management program, it can be very difficult for people to use.
To use the PC MECHANIC, you don't have to know the first thing
about dBASE. I've done the hard work writing a totally menu-
driven system that is E A S Y to use. The menus and input
screens almost make these instructions unnecessary. Depending on
how most people will need information in reports, I've built in a
lot of flexibility to search based on different criteria.
Since we touched on the subject of programming, let me tell
you a little about myself. I don't claim to be a programmer as
can be evidenced by a look at some of my source code. It might
PC MECHANIC
Page 3
not be pretty, but it somehow manages to work. I do think I know
a little about maintenance and computerized maintenance systems.
My full-time employment is in the area of energy management and
maintenance for a major U.S. hospitality company. I am involved
every day with building maintenance personnel and have been
exposed to a number of maintenance software packages over the
past few years. My two main gripes about most maintenance
software are the high cost and complexity for the typical user.
Armed with a rebellious spirit to stick it to the greed-
mongers charging thousands, a desire to better learn dBASE
programming, and a wild fantasy that I might actually be able to
keep my wife in mink and diamonds, I set out to write a shareware
maintenance management program that would be easy to use. What
is shareware? I like to think of it as "test drive before you
buy". Try it. If you don't like it, throw it away or burn it.
You haven't lost anything. If you do find you like it and it
benefits your operation, then most shareware authors request that
you send in a registration payment to the author to reward him
for his efforts. Most shareware authors urge you to spread
copies of their program around to friends, associates, user
groups, or bulletin boards. Some authors warn that if you
continue to use their program and don't send in the registration
payment, you will suffer from bad Karma, guilt trips, or swarms
of locusts.
I think I am a little more reasonable and to the point. I
hold the copyright to this program. If you think it is lousy,
don't use it. Better yet, drop me a note telling me your beef
and I will do my best to incorporate your suggestions into the
program. If you do like it and use it, I would suggest a
registration payment of $50.00 or whatever amount you would like
to contribute to my wife's mink and diamonds fund. In all
seriousness, let me say that I have invested many, many hours of
my free time writing the PC MECHANIC. I would like to think that
someone appreciates it enough to register, or at least enough to
send a note with comments. Registered users will be notified of
future updates, which will be available at minimal cost. For
everyone, I will be available for help and questions. My home
telephone number is (914) 683-5191. I can also be reached on
Compuserve, user ID# 71121,2014. If it is during the day and it
is an emergency, my wife can give out my office number, but I
prefer to keep this to a minimum. Registration payments or
questions can be sent to:
Michael R. Busman
23 Old Mamaroneck Rd., #5-O
White Plains, NY 10605
PC MECHANIC
Page 4
Whether you become a registered user or not, I hope you find
that the PC MECHANIC provides many of the functions of commercial
maintenance management software in an easy-to-use, inexpensive
package.
At some point in the documentation, most folks usually put
some sort of legal disclaimer stating that they are not
responsible for anything. Upon strong legal recommendation, I
have included similar wording at the beginning of this manual. I
have spent a lot of time trying to find all of the bugs in the PC
MECHANIC. It should be relatively bug-free, however, I can't
give a 100% guarantee. What I will promise is that if you find a
bug and notify me, I will do my best to correct it. As far as
liability is concerned, if you manage to blow up a boiler or eat
through the condenser tubes in a chiller, then it's your own damn
fault.
INSTALLATION & HARDWARE REQUIREMENTS
------------------------------------
Hardware & Software:
-IBM or compatible PC, 640K ram memory recommended
-Hard disk drive
-Color monitor recommended
-Dot matrix printer for work orders, reports, listings,
etc.
-DOS 2.0 or above
-Backup and restore programs (filenames BACKUP.COM and
RESTORE.COM), also from your DOS disk
Forms Requirements:
-3.5 inch high continuous feed paper is recommended for
printing of work orders and preventive maintenance work
orders. This is a convenient size as work orders printed
in condensed print easily fit in a maintenance engineer's
shirt pocket. There are probably many possible sources
for this paper, however, 2 that I know of are:
Visible Computer Supply, St. Charles, IL
tel. 312-377-0990
3.5 inch by 5 inch continuous file cards(index card
size), catalog # DP325 TFC, 5000/carton
Moore Business Forms,3.5 inch by 8.5 inch, 2 part
continuous feed paper, 3700 sheets/box, mfg.# FO-450
PC MECHANIC
Page 5
Installation:
Beginning with the version 1.2 of PC MECHANIC it is no
longer necessary to use dBASE III Plus or dBASE IV. PC MECHANIC
now runs stand-alone, so you don't need anything else.
Additionally, it runs much faster now than under the dBASE
interpreter. The first time installation of PC MECHANIC should
follow the steps below. If you already have PC MECHANIC running
on your PC, go to step 4 below.
1. Turn on your PC and wait until you have the C> prompt,
or whatever hard disk drive you want to use. During
these instructions I will refer to the C> prompt or the
"C" drive for your hard disk. You could be set up with
a different drive letter so substitute yours
accordingly.
2. Place the PC MECHANIC disk in the "A" diskette drive.
Type in "A:INSTALL" (without the quotes) and hit the
enter key.
3. Place the DOS disk in the "A" diskette drive, type
in without the quote marks, "COPY A:BACKUP.COM", and
hit the enter key. Next type in without the quote
marks, "COPY A:RESTORE.COM", and hit enter.
4. You have just finished the installation process. You
now have a subdirectory on your hard drive called
\PCMECH. The PC MECHANIC executable program and report
format files have been transferred to this
subdirectory. Also, you have copied two files from
your DOS disk to this subdirectory.
5. If you already have an earlier version of PC MECHANIC
running on your PC, you just need to copy the PC
MECHANIC disk to the proper subdirectory. Type in
without the quote marks, "CD PCMECH" and hit enter.
Put the PC MECHANIC disk in the "A" drive and type in
"COPY A:*.* and hit enter.
IMPORTANT NOTE:
---------------
Make sure you have a CONFIG.SYS file in the root directory
with at least two lines such as "FILES = 20" and "BUFFERS = 15"
contained in the file. If you don't have such a configuration
file present at boot-up, the system will crash when running
PC MECHAHNIC. If this all sounds like Greek, consult your DOS
manual, your local PC guru, or give me a call.
PC MECHANIC
Page 6
GETTING STARTED
---------------
That's all there is to it. To fire up PC MECHANIC, you must
be at the C> prompt and in the PC MECHANIC subdirectory. To make
sure you are in the correct subdirectory, type in without the
quote marks, "CD PCMECH" and hit the enter key. Then type
"PCMECH" and hit enter. You will soon see the PC MECHANIC title
screen for a few seconds, next the shareware message (otherwise
known as a commercial message from the sponsors), next a prompt
to make sure that you have set the caps lock on, and finally, the
main menu will be displayed.
In basic usage, menu selection is made by highlighting the
item with the up and down arrow cursor keys and hitting enter or
by hitting the number key corresponding to the desired choice,
ie: hit 6 to enter the UTILITIES SYSTEM. If you are using an
earlier version of PC MECHANIC, select option 4 to convert from
an earlier version. The other menu options will be explained
later. When the conversion process has finished, you will be
shown the UTILITIES SYSTEM menu again. Select option 6, which
will return you to the main menu.
Most menus and data entry screens are fairly intuitive as to what
you should type in. When filling in the data entry screens, if a
piece of information is not known, leave the field blank. If you
are ever unsure of an entry or menu option, one of the
enhancements to this version of PC MECHANIC is context sensitive
help. You access this by hitting the F1 function key. Remember,
HELP IS ACCESSED BY HITTING F1. When you complete a field, hit
enter or the down arrow key to position the cursor at the start
of the next field. If you make a mistake and haven't left a
field yet, you have the left & right arrows, backspace, delete,
and insert keys available for editing the data field. Sometimes,
you can move back one field by hitting the up arrowkey. This will
vary due to the usage of dBASE READ commands. Finally, if you
make a mistake, continue entering data in the remaining fields.
When you get to the bottom of the screen, you will be asked if
everything is OK. The normal response is Y for yes or N for no.
By hitting N, or just enter since the default is no, you can step
back through the data fields and make corrections where
necessary. If a field is OK, just hit enter to move on to the
next field.
In these instructions, there will be many instances where
you will be told to type in something. The proper keystroke or
keystrokes will be shown within quotation marks, such as these
"". What you type in should be the keystrokes contained within
the quote marks, but not including the quote marks.
PC MECHANIC
Page 7
Beginning with version 1.4, various look-up table functions
have been added to the program to increase the ease of use.
Examples of these are when the user is creating a part record and
is at the fields for entering vendor identification numbers or
closing out a work order and the user is at the fields for
entering part numbers or employee identification numbers. By
hitting the enter key at the appropriate prompt or blank field, a
look-up window will open up on the display. Hitting the Home key
will display the pertinent information for the first record in
the database (arranged in alphabetical order). Hitting the End
key will go to the last record in the database. The up and down
arrow keys will step the user through the database one record at
a time. The PgUp and PgDn keys will step the user through the
database 10 records at a time. To avoid opening the look-up
window or to exit from one, just hit the escape key.
When the desired record is displayed in the look-up window,
just hit the enter key to select the item. You will be returned
to the appropriate input screen with the selected item already
shown in the highlighted field. Hit enter again to verify the
selection and to continue.
UTILITIES SYSTEM
----------------
The UTILITIES SYSTEM is accessed by selecting option 6 from
the PC MECHANIC main menu. When you enter the system, you will
be presented with the utilities menu. The options to select are
as follows:
1. BACKUP DATABASE FILES
2. RESTORE DATABASE FILES
3. REBUILD INDEXES
4. CONVERT FROM PREVIOUS VERSION
5. CHANGE PRINTER CONTROL CODES
6. RETURN TO MAIN MENU
Option 1 will perform a DOS backup of all the database
files. You should have several blank formatted diskettes
available to do this. As the size of the databases grow, you
will need additional diskettes. The disks should be labelled in
sequence, ie:Backup #1, Backup #2, Backup #3, etc. It is VERY
IMPORTANT that you keep the disks in sequence. YOU should also
do the backup operation EVERY DAY. It doesn't take very long and
will save your skin one day when your hard disk decides to go off
to never-never land. It should be noted that the program is hard
coded to backup to the "A" diskette drive. If you have violent
problems with this, perhaps, I can re-compile a modified version
for you which will backup to a different drive.
PC MECHANIC
Page 8
Option 2 performs a DOS restore of all the database files in
the PC MECHANIC subdirectory. If you ever lose your hard disk,
or buy a new computer and want to set everything up on the new
machine, you will be glad to have this option.
Option 3 rebuilds all of the indexes. I won't try to
explain what indexes are-only that they help the system keep
records in order. If the indexes should get corrupted by a power
failure or other misfortune, this option should rebuild them
cleanly.
Option 4 allows the user to convert from an earlier version
of PC MECHANIC. Before using this version for the first time,
select the conversion option. When it has finished, you will be
returned to the utilities menu and you will be ready to go.
Option 5 should be used if your printer does not support
basic emulation of a generic EPSON printer, such as IBM or
Okidata. If your printer is an EPSON, or compatible, you will
probably not have to wade through this area. The program is set
up with printer control codes to program printer operation for
condensed print/3.5" form length for work orders, condensed
print/11" form length for reports, and to reset all settings to
default (10 characters/inch/11" form length). If your printer is
not an EPSON or compatible, consult your printer manual for the
correct control codes. For example, the control codes to set
form length to 3.5" with an EPSON printer are Esc, C, n (where n
is the number of lines per page). This would equate to sending
a string represented as CHR(27)+CHR(67)+CHR(21).
If all of this sounds like Greek, take another look at your
printer manual, seek out the resident computer guru at your
company, or if you are really desperate, give me a call. Either
I'll straighten things out or hopelessly foul everything up.
Option 6 returns the user to the PC MECHANIC main menu.
INVENTORY SYSTEM
----------------
To enter the inventory system, select #1 at the main menu.
The menu selection items you will be shown are:
1. Enter/Modify/Delete Parts Records
2. Issues/Returns Transactions
3. Vendors Database
4. Purchases Records
5. Reports Menu
6. Return to Main Menu
PC MECHANIC
Page 9
Enter/Modify/Delete Parts Records:
If you want to set up the inventory system, probably the
first area to enter is the Vendors Database. The reason for this
is that the vendor identification number will be needed for the
parts records. The vendor data to enter is pretty much self-
explanatory. The vendor identification # is generated by the
computer and will be needed in other parts of the program. When
all data inputs have been made,you will be prompted if everything
is OK or not. The response should be "Y" for yes or "N" for no.
When you are satisfied with the inputs and answer "Y" to
everything OK, the next prompt will be a blinking "MORE". This
is asking if you have more entries to make. Again, the proper
response is "Y" for yes or "N" for no.
Assuming the vendors database has been set up, you will want
to set up the parts records. Select item #1 at the inventory
system menu. You will then be given the options to enter,
modify, delete, or return to the previous menu. Some notes about
entering parts records are in order. The Item # is a part number
which YOU assign to each part. You may want to start at 1 and
sequentially number every item, or you may want to devise a
letter and number code to describe the part. Mfg., is the
manufacturer. Cat. # is the manufacturer's catalog or ordering
number. Location is described by storeroom (Strm.), row in the
storeroom, shelf in the row, and bin number on the shelf. The
program allows for two storeroom locations. Desc. is for a
description of the part, and can be 2 lines of 40 characters
each. Value is the total opening value of the item stocked. This
will be updated automatically as you issue material or receive
purchases. Qty.on Hand is the quantity on hand. Reorder at is
the level of inventory the part quantity must fall to before it
is reordered. Reorder Qty. is the amount that should be
reordered based on previous experience. Unit price is the quoted
price the last time the item was ordered. This should be updated
each order. In the section for vendors, you only need to enter
the vendor ID# and the system will bring up the company name of
the vendor. There is space to enter 3 vendors who carry the
particular part. At the fields for entering the vendor numbers,
the use of the look-up window function is active. If you don't
have a listing of the vendors by vendor number handy, just hit
the enter key to open up the window, step through the vendors
database until the correct vendor is listed, and hit enter to
select. The look-up window will display the vendor company names
in alphabetical order along with the vendor numbers. At the end,
you will be prompted if everything is OK and if there are more
entries to be made.
PC MECHANIC
Page 10
Issues/Returns Transactions:
The second selection choice is for transactions such as
issues and receipts of items ordered, and also returns to the
storeroom. To handle receipts, a record must be set up
previously in the purchases section of the inventory system.
When the transactions choice is made, a sub-menu will be shown.
The choices on this menu are parts issued, parts returned,
receipts of items ordered, delete old transactions, and return to
the inventory system menu.
Issues and returns are identical in the data input screen.
The first field is date, which defaults to the current date.
Type over this date or hit enter to accept the date. The next
field is item, where you should enter the part number of the
item. Hitting enter at the part number field will open up a
look-up window to select the appropriate part number.
Description is system generated. If you want to track the
transaction to a work order or preventive maintenance work order,
enter the appropriate work order number or PM work order number.
Next, enter the quantity of the part issued or returned to stock.
After the prompt asking if everything is OK, the average cost and
value of the part will be displayed. The quantity on hand and
value of the part will be automatically updated to account for
the transaction.
To enter parts received, the data fields to input are date,
purchase order number (PO#), part #, vendor ID#, and quantity
received. At the input for part #, the look-up window function
is active. The part description and vendor company name are
generated by the computer. If everything is OK, the value and
updated quantity backordered will be displayed.
To delete old transactions, you will be prompted to enter a
cut-off date. All transactions before this date will be deleted
from the database. Only use this option when you are sure you
will not need to access the transaction information again.
Vendors Database:
The vendors database is used to set up information about the
various vendors that you deal with. Basic information includes
vendor number, company name, address, phone number, contact, and
principal product line.
When updating or deleting vendors from the database, the
user is prompted to enter the vendor number. Either enter the
number or hit enter to open the look-up window for selection of
the appropriate vendor.
PC MECHANIC
Page 11
Purchases Records:
The purchases database is used to track items ordered and
purchases by vendor. The data input fields are discussed below.
Date defaults to the current system date. Type over this or hit
enter to accept the date. P.O. # is the purchase order number.
Part # is the part identification number you set up previously.
Vendor ID is the vendor identification number. Both the Part #
and Vendor ID fields support look-up windows and these can be
opened by just hitting enter at the appropriate fields.
Description and vendor name are generated by the system. The
next inputs are for the quantity ordered and unit price to pay.
Ext. Cost is the extended cost and is system generated. The Qty.
Backordered is is the quantity back ordered and is initially set
equal to the quantity ordered.
The reports menu contains selections for a number of
inventory system reports. The parts listing is a basic list of
all parts by part number, description and other information. The
vendor listing is an alphabetic listing of vendors,
identification numbers, contacts, and phone numbers. The reorder
report is a listing of all parts where the quantity on hand has
fallen below or is equal to the reorder level. The consumption
report is a listing of usage over a user specified period of
time, which also includes value of parts used. The purchases by
vendor report gives the breakdown over a period of time of
purchases from each vendor. It could be very useful to see if
any favoritism is being shown to a particular vendor. The
backorder report lists those items where the date promised has
passed and the item has not been received yet. The final menu
choice is to return to the inventory system main menu.
Beginning with version 2.0 of PC MECHANIC, you can display
most reports (some in condensed form) in addition to printer
reports. The display or print option uses a "Lotus" style menu
to select the various menu choices. Use the left & right arrow
keys to highlight the choice and hit enter, or just hit the first
letter of the choice. The general options are:
1. Forward-page forward 10 records in the database
2. Backward-page backward 10 records in the database
3. Top-Display from the beginning of the database
4. End-Display from the end of the database
5. Print-Print the report on your printer
PC MECHANIC
Page 12
WORK ORDER SYSTEM
-----------------
To enter the work order system, select item #2 from the main
menu. The work order system menu will then display the following
choices:
1. Enter New Work Orders
2. Edit/Display/Reissue Work Orders
3. Close Out Completed Work Orders
4. Reports Menu
5. Delete Old Work Orders
6. Return to Main Menu
To enter new work orders into the system, select item # 1.
The first thing to happen is that the menu for setting up your
printer will be displayed. To print work orders in condensed
mode and set the form length to 3.5 inches, select option #1 "SET
UP PRINTER FOR WORK ORDERS" and hit enter. Make sure your
printer is turned on to avoid time out errors. You will then see
displayed the data input screen for entering work orders. The
work order number is generated by the computer and is the
reference number you will use later to track the work order. The
current date is the default, so you can accept it by hitting
enter or change it by typing over the date. The other fields to
input are the equipment identification number, department making
the work request or reporting the problem, location, person
requesting the work, and responsible trade for the job. Priority
can be input, as 1,2,3 or A,B,C or whatever system you may want
to use. The work description fields allow you to enter up to 3
lines, each 40 characters long, which should be sufficient for
most jobs. When you are finished, you will be prompted if
everything is ok. The response should be "Y" for yes or "N" for
no. You will then be prompted if you want to print out the work
order. Again, the response to the prompt is "Y" or "N", without
the quote marks. Next, will be displayed a flashing prompt with
the word "MORE". This is the prompt asking if you have more work
orders to input or if you are finished. The proper response is
"Y" or "N". When you are finished, the BASIC printer control
program will again be loaded into memory. You can select option
#3 to reset the printer to normal printing and form length.
A word of advice is offered here to avoid future headaches.
Make up a list of standard codes for the various trades you
employ and another list of standard location names or
abbreviations. These should be used to develop consistency in
data input and will be necessary later on when you want to
request a report for a specific trade or location. If an exact
match is not made to what you request, there will be no report or
records will be missed. For example, if part of the time you
enter "CA" as a trade code for carpenter, and part of the time
PC MECHANIC
Page 13
you enter "CARP", the system will interpret these as 2 separate
trades. If you request a report for all backlogged work
belonging to the trade "CA", all work orders entered for "CARP"
will be overlooked. Be careful.
To edit, display, or reissue (reprint) a work order, select
item #2 at the work order system menu. The input screen is
identical to the new work order entry screen, so there is no
further discussion of this item needed.
To close out completed work orders, select item # 3 from the
work order system menu. Enter the work order # when prompted to
do so. You will then see the original work order data entry
screen,however, there are some additional input fields. Status
should be updated to complete by entering "C" (without the quote
marks) in the status field. Date complete and remarks, for any
appropriate comments are self explanatory. There are fields to
enter the identification numbers of up to 3 employees who
participated in doing the job. These are entered one at a time.
You enter the employee's ID# and the system displays the
employee's last name. If you don't have the employee's
identification number handy, just hit enter to open the look-up
window which displays employee last names in alphabetical order
and the associated I.D. #. Enter the number of hours the employee
devoted to the job and the system calculates and displays the
labor cost associated with that particular employee. The system
then totals up the labor cost for the job. You can also enter up
to 3 parts used also. This operates in a similar manner. Enter
the part number, and the system displays a shortened part
description. The use of a look-up window for these inputs is
also supported at this point of the program. Enter the quantity
used, and the system calculates and displays the part cost.
After entering up to 3 parts used, the system totals the parts
cost. You will then get the familiar prompt asking if everything
is OK or not. Answer with "Y" or "N". A new prompt will then be
displayed asking if you want to automatically update the
inventory files. In a large operation with a full-time storeroom
clerk, you would most likely answer "N" for no to this prompt as
issues will probably be handled from the storeroom and tracked
there. For a smaller operation, I have added this option so that
the inventory quantity and value can be reduced by the proper
amounts without requiring the user to exit from the work order
screen and enter the inventory system. If you want to update the
inventory files, enter a "Y" for yes. Use a little caution here
to avoid "double dipping" or deducting from inventory at the
storeroom and when closing out the work order. The next prompt
will be the flashing MORE?, asking if you have more to close out.
The familiar response is "Y" for yes or "N" for no.
Selection of item #4 from the work order system menu will
bring up the menu of available reports. Item #1 of this menu is
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for a backlog listing of all work orders, sorted by trade. Items
#2,3, or 4 will generate a backlog report for a specific trade,
location, or piece of equipment. The user is prompted to enter
the search string. Item #4, the backlog report for a specific
piece of equipment now supports the use of the look-up window
function for selecting the appropriate equipment. Item # 5 is
for the work order aging report. By trade, this will list the
number of work orders of different ages, ie: 0-7 days, 8-14 days,
etc. Items #6&7 are for work history reports sorted by a
specific location or piece of equipment. The user again is
prompted to enter the search string. Item #7 now supports the
look-up window function to select the equipment. Item #8 returns
the user to the work order system main menu.
After a period of time, the size of the work history
database will probably get quite sizeable. You may determine
that you don't need to keep this information for longer than 3
months, 6 months, or 1 year. To delete old work orders from the
history database, select item #5 from the work order system main
menu. You will be prompted to enter a cutoff date. All work
orders with a completion date before the cutoff date will be
purged from the database. Use this option with CAUTION.
Menu item # 6 will return the user to the PC MECHANIC main
menu.
PREVENTIVE MAINTENANCE SYSTEM
-----------------------------
To enter the preventive maintenance system, select item # 3
from the maintenance system main menu. The preventive
maintenance system menu will then display the following options.
1. Generic Maintenance Tasks
2. Define PM Requirements
3. Modify/Delete PM Requirements
4. Print Scheduled PM Work Orders
5. Update Completed PM/Transfer to History
6. PM Reports Menu
7. Return to Main Menu
Selecting item #1 will take the user to the area for
entering, deleting, or printing a listing of generic maintenance
tasks. I call this generic because this is where the user can
create a look-up table of common maintenance tasks for equipment.
For example, with few differences, a 90 day inspection for an air
handling unit will probably be the same regardless of the
manufacturer. By filling in the maintenance tasks in this
section and assigning a code, the user only needs to enter the
code later when defining PM requirements. If a particular piece
of equipment has additional or different requirements, these can
PC MECHANIC
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be added. The data input screen for defining the PM requirements
will automatically pull in the list of maintenance tasks, which
should save a great deal of typing.
When you make the selection to enter a generic maintenance
task, you will be prompted to enter the code. It is suggested to
make a letter/number combination based on the equipment and
frequency of maintenance. For example, a 6 month inspection for
a chilled water pump might be coded as CHWP180, meaning chilled
water pump and 180 days as the frequency. Use whatever coding
system is easiest for you. When the input screen is displayed,
the other data fields are for a short name or description of the
maintenance inspection,frequency in days, and 5 lines of 40
characters each to enter the maintenance tasks to be performed.
For editing or deleting generic maintenance tasks, the user
is requested to enter the maintenance code after selecting the
appropriate menu option. The look-up window function is also
supported in this part of the program. At the prompt to enter
the maintenance code, hit the enter key if the code is not known.
The look-up window will be opened on the screen for the user to
step through the database and select the appropriate code.
Menu item #2 is for defining the PM requirements. The first
prompt is for the user to enter a generic maintenance code or hit
enter if this is a custom or different type of PM. The use of a
look-up window is supported here. Hit the enter key to open a
window which will display the maintenance codes alphabetically.
The user can use the up/down arrow keys, PgUp/PgDn keys, Home, or
End keys to step through the database of maintenance codes. Hit
enter to select the appropriate maintenance code. The other input
fields are for equipment identification number, equipment name or
description,INITIAL DUE DATE, location,responsible trade,
frequency of maintenance in days, and the 5 lines of tasks to be
performed. The use of look-up windows is supported for the
equipment identification number window. Hit enter to open the
window, and select the desird equipment from the description
displayed. The ID#, description, and location will
automatically be inserted into the PM input screen. A short
explanation about the initial due date. This is the date for the
first time to do the required PM. Once this has been completed,
the program will change the due date to a due date in the future,
based on the frequency in days. Again, remember that if you
entered a generic maintenance code, the frequency and 5
maintenance task fields will automatically be filled in by the
program. Additionally, the PM reference number displayed on the
monitor is generated by the computer and will be used later to
call up specific records.
Menu item #3 is for modifying or deleting PM requirements.
The user is prompted to enter the appropriate PM reference
PC MECHANIC
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number. The next prompt asks the user to decide to delete or
modify the associated PM record. If the selection is to modify,
the same data input screen is shown to the user as in item #2.
To print out the scheduled PM work orders, select item #4
from the preventive maintenance system menu. The user will then
be prompted to enter a start date and end date. Typically, the
user will want to print out all of the scheduled maintenance for
the coming week. So, he would enter today's date as the start
date and a week from today or yesterday as the ending date.
Remember that the program is designed to print out on 3.5" high
paper and that the program will set the printer for this size
paper and condensed print. Many data field names will print out
on the PM work order with a space after the name. This is for
the maintenance worker to fill in any appropriate information,
such as parts used, hours spent, employee identification
number,remarks, etc. This information will be input later when
the completed PM work order is updated.
Menu item #5 allows the user to update completed work orders
and transfer the information to the PM history file. The user is
initially prompted to enter the PM reference number. The record
is called up with the same data entry screen, however, there are
additional input fields to enter information such as status,
parts used, hours spent, remarks, etc. The status field should be
filled with a "C" to indicate that it has been completed. This
will flag the program to transfer the record to history and
update the due date to a future date. The user will be asked if
he wants to update the inventory system from the update completed
PM screen. For a larger operation with a full time storeroom
clerk, all transactions will probably be logged there. For
smaller operations, the user can input the part number and
quantity of parts used to automatically subtract these from
inventory and charge the cost to the PM work order. The input of
employee ID# and hours spent on the PM job is like the work order
system and needs no further detailed explanation.
There are fields to enter the identification numbers of up to 3
employees who participated in doing the job. These are entered
one at a time. You enter the employee's ID# and the system
displays the employee's last name. If you don't have the
employee's identification number handy, just hit enter to open
the look-up window which displays employee last names in
alphabetical order and the associated I.D. #. Enter the number
of hours the employee devoted to the job and the system
calculates and displays the labor cost associated with that
particular employee. The system then totals up the labor cost
for the job. You can also enter up to 3 parts used also. This
operates in a similar manner. Enter the part number, and the
system displays a shortened part description. The use of a look-
up window for these inputs is also supported at this point of the
PC MECHANIC
Page 17
program. Enter the quantity used, and the system calculates and
displays the part cost. After entering up to 3 parts used, the
system totals the parts cost.
Menu item #6 will display the submenu of available PM
reports. These are:
1. Work completed in the last week
2. PM backlog by trade
3. PM backlog by equipment
4. PM backlog by due date
5. History for specific equipment (look-up window supported)
6. History for all equipment
7. History detailed record
8. PM summary list (type of PM denoted by trade & frequency)
9. Exit to PM menu
Menu item #7 returns the user to the preventive maintenance
system menu.
EQUIPMENT DATABASE SYSTEM
-------------------------
To enter the equipment database system, select choice 4 from
the main menu. The equipment database takes the place of a card
system for recording nameplate and rating information on
equipment. The choices available from the equipment database
system menu are as follows:
1. Enter Equipment Records
2. Update Equipment Records
3. Delete Equipment Records
4. Print Hard Copy
5. Print Master Equipment List
6. Return to Main Menu
Selecting choice 1 or 2 will allow the user to enter new
equipment records or to update existing records. Most of the
data field names are self-explanatory. Please note that not all
fields are applicable to every piece of equipment, so leave them
blank where appropriate. When the input or update screen has
been filled in, the user will get a prompt at the bottom of the
screen asking if everything is ok. The correct responses are "Y"
for yes or "N" for no. If "N" is entered, the user can edit any
incorrect entries. When "Y" is finally entered, the next prompt
will be be a flashing "MORE" also at the bottom of the screen.
Again, the correct responses are "Y" for yes or "N" for no.
To delete equipment records, such as when an old piece of
equipment is removed, select choice 3 from the equipment database
PC MECHANIC
Page 18
system menu. The user is then prompted to enter the equipment
identification number. After deleting a record, the user is
prompted if he desires to delete more records. Answer "Y" or "N"
to the flashing "MORE" prompt.
Selection of choice 4 will allow the user to print out a
copy of a specific equipment record. The user is prompted to
enter the equipment identification number. After printing, he is
again given the "MORE" prompt. Answer "Y" or "N".
For menu choices 2, 3, or 4, (update, delete, print hard
copy) the look-up window feature is active. At the prompt to
enter an equipment identification number, enter the I.D. # if it
is known, or hit enter to open the window. You can step forward
or backward through the database of equipment descriptions
displayed in alphabetical order. When the desired piece of
equipment is displayed in the window, hit enter to select.
Choice 5 prints a master summary listing of all equipment.
To return to the maintenance system main menu, select choice 6
from the equipment database system menu.
EMPLOYEE DATABASE SYSTEM
------------------------
To enter the employee database system, select choice 5 from
the maintenance system main menu. The next set of menu choices
presented to the user are as follows:
1. Enter Employee Records
2. Modify Employee Records
3. Delete Employee Records
4. Display/Print Employee Listing
5. Display/Print Seniority Report
6. Display/Print Coming Review Dates Report
7. Display/Print Employee Work History Report
8. Exit to Main Menu
To enter new employee records or modify existing records,
select menu choice 1 or 2. The input data fields are for
employee last name, first name, middle initial,employee
identification number, social security number, date of birth,
hire date, trade, hourly pay rate, date last performance review
was done, home telephone number, name of a person to contact in
an emergency, and telephone number of the emergency contact
person. After filling in all of the fields, the user is prompted
if everything is ok. Enter "Y" for yes or "N" for no. The next
prompt is the flashing word "MORE", asking if the user has more
records to enter or modify. The correct response to this prompt
is "Y" or "N".
PC MECHANIC
Page 19
To delete an employee record, select menu item 3. The user
is next prompted to enter the employee's identification number.
If the user selects menu option 2 or 3 (modify or delete),
he will be prompted to enter the employee I.D. #. If this is not
known, hit enter to open the look-up window which lists employees
in alphabetical order along with the corresponding identification
numbers. Hit enter to select the desired employee.
To print an alphabetical listing of all employees, select
choice 4 from the menu. This lists most important information
about the employee. This includes the identification number,
which is needed for closing out work orders and preventive
maintenance work orders. The seniority report can be printed out
by selecting choice 5 from the menu. This lists employees based
on date of hire, starting from the employee with the most time up
to the most recent hire. The coming review dates report can be
printed out by selecting choice 6 from the menu. This prints a
listing of all employees who had their last annual performance
review 11 months ago or later. This can be useful so that the
supervisor or department head can adequately prepare for a
meaningful review of his employees. Choice 7 from the menu lists
the work history for a specific employee during the past 365
days. The use of the look-up window function is supported here
for selecting the employee identification number. In the
listing, the single character column heading with an asterisk "*"
is for the type of maintenance work done. A "P" stands for
preventive maintenance. A "C" stands for corrective maintenance.
To exit from the employee database system and return to the
maintenance system main menu, select choice 8.
TIPS & POINTERS
---------------
The following is a list of miscellaneous suggestions which
you might find helpful.
1. On a daily or weekly basis, print a history listing by
location and send to the originating department to
indicate what work was performed for that period of
time.
2. On a daily or weekly basis, print a listing of the
outstanding work orders for review with the respective
trade supervisors or foreman.
3. Enter work orders as received and update as completed.
4. At the end of E A C H D A Y, that's right, each day, do
PC MECHANIC
Page 20
a backup of the PC MECHANIC subdirectory containing the
database and index files.
I can guarantee you now that someday, you are going to
have hard disk problems. It is not a question of if,
only when. When the day arrives that your hard disk
decides to go off to "Never-Never Land", you will have a
backup on hand that is no less current than yesterday.
5. On a weekly basis, print the aging report to see where
you stand on completing the backlog. There should be
very few old work orders unless there is a good reason
for scheduling the work or you are waiting on parts.
6. On a weekly basis, print the PM jobs for the coming
week. This could be done Friday afternoon or Monday
morning.
7. It is suggested that you always work with the caps lock
key on. I have tried to filter all keyboard input to
uppercase, however, it is possible I may have missed a
few here or there. This will lead to consistent input
of your data.
8. Standard location names and trade codes should be
developed. I discussed this earlier as a means to
develop consistent data inputs. You will save some
grief later on if you make a small effort to do this at
the beginning.
9. Backup your data files daily. I will probably mention
this again because I know what it's like to wipe out a
hard disk.
GETTING HELP
------------
As I mentioned at the outset, I am available to assist any
user of the PC MECHANIC, whether registered or not. My home
telephone number is (914) 683-5191. If there is a real
emergency, my wife can give out my work number, but I prefer to
minimize this. I can also be reached through Compuserve, where I
maintain an account. My user number is 71121,2014. Leave me a
message on Easy Plex. Finally, if you would like to write, send
any correspondence to:
Michael R. Busman
23 Old Mamaroneck Rd., #5-O
White Plains, NY 10605
PC MECHANIC
Page 21
One last commercial message from the sponsors. Please
remember that the PC MECHANIC is available as a low-cost,
shareware alternative to expensive, complex maintenance
management software. If you find it of use in your operation, do
my wife a favor(remember the mink & diamonds fund) and register
your copy.
Lastly, I am always looking for comments-both favorable and
downright nasty. Also, I appreciate suggested enhancements.
Have fun you grease monkeys.
PC MECHANIC
Page 22
You can order directly from me using the registration form
on the next page or from the Public (Software) Library (PSL)
by calling 1-800-2424-PSL or 713-524-6394 for orders only (call
713-665-7017 for questions about orders) or by writing:
PSL
P.O. Box 35705
Houston, TX 77235-5705
MasterCard, Visa, Discover, and American Express accepted. For
technical support, contact Michael Busman at the sources listed
above.
PC MECHANIC
Page 23
REGISTRATION FORM
-----------------
Name ____________________________
Title ___________________________
Company _________________________
Address _________________________
_________________________
City ____________________________ State ____ Zip _________
Telephone _______________________
Please register ____ copies of PC MECHANIC @ $50.00/copy for me.
Total enclosed: $__________
Make checks payable to: Michael R. Busman
PC MECHANIC
Page 24
HISTORY OF PC MECHANIC
----------------------
Version 1.0 - Original dBASE III+/IV source code version
Version 1.1 - Initial compiled dBASE version
Version 1.2 - Minor bug fixes and non-cosmetic enhancements
Version 1.3 - Added error checking, simplified installation,
eliminated BASIC printer program to alleviate
memory problems with TANDY 1000 equipment, some
minor bug fixes
Version 1.4 - Added look-up table functions to various parts of
the program where the user is prompted or there is
an input field to enter data such as Employee
I.D.#, Vendor number, maintenance code number, part
number, or Equipment I.D. #.
Version 2.0 - Added the Employee Work History Report, which was
requested by a user.
- Added the ability to display most reports, which
was requested by many users.
- Added Master Equipment List.
- Expanded use of look-up windows for input fields
and searches.
- Added a simple bar graph to the Work Order Aging
report to graphically depict the work order
quantities over time.
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