While everything in eMaint X3 is configurable to use YOUR terminology, it is important to understand the basic eMaint terminology and how information is labeled in the system. Basic terms are listed below, followed by short descriptions of each.
WorkOrder
Definition - The document which records work that is performed as part of your maintenance cycle. In addition to a piece of data that eMaint stores, a work order is also the physical piece of paper that is produced (assuming you are still producing paper work orders).
AKA: Job Order, Job Ticket, Open PMs, etc.
Request
Definition - The Work Request process allows users to enter a request for work. The work request is posted for evaluation by another user before becoming a work order. There are two areas a work request can be entered: the My Request screen and the Request Manager (Request tab).
AKA: Service Request, Job Request, Work Request, etc
Asset
Definition – Generally, any piece of equipment that you will track in the system and on which maintenance and repairs are performed, or for which work orders will be assigned and tracked. An asset can be a machine, but it can also be a room, such as for facility maintenance.
AKA: Equipment, Machine, Component, System, Sub-System, Facility, etc.
Contact
Definition - In eMaint X3, we divide contacts into various categories, including Employee, Supplier, Tenant, Contractor, and Customer. These categories are used to group contacts for three basic purposes:
General Contacts (like your Rolodex):
All Categories
Assign To’s – People/Organizations we will assign work to:
Employee
Contractor
Supplier
Perform For’s – People/Organizations we will perform work for:
Tenant
Customer (internal or external)
Parts
Definition - Any spare part or inventory item that will be used to repair an asset, or that will need to be replaced on an asset.
AKA: Spare part, inventory, maintenance parts
PMTask
Definition - A preventive maintenance task is a defined set of instructions (such as a manufacturer’s recommended maintenance description) that explains, in as much detail as you need, the work, or task, that needs to be performed on an asset.
AKA: Task, Recommended maintenance tasks
PMSchedule
Definition - A PM Schedule is associated with an asset, and indicates the frequency that a PM task is due to be performed on the asset. The frequency can be a calendar basis (weekly, monthly, etc.) or meter basis (every 100 hours, for example). An asset can have numerous PM Schedules, each with a corresponding task. Once a PM schedule is set up for an asset, it will generate (that is, it will become an OpenPM or an open work order with ‘PM’ listed as the work order type) on the date and frequency that you indicate.
Dashboard
Definition - The dashboard is a way of keeping reports and widgets all in one place, where they can be viewed and organized. The dashboard can be separated into different tabs, on which reports and widgets can be placed.
AKA: Dashboard Report, Widget, Dashboard Tabs, Custom Instrument, Gauge, etc
Widget
Definition - There are a number of standard widgets that can be added, using the Add Content option on the dashboard. After a widget is added, you can configure it by clicking the pencil icon. These widgets are already set up a separate from the report writer reports.
AKA: Embedded HTML, Google Search, My Open Work Orders, Sign On/Sign Off wizard, etc
Report
Definition - Reporting is selecting and outputting a specific set of data to suit your interest. When you select data it is referred to as a query. A query is the question that is asked of all the available data. The query narrows down and specifies exactly what data you are targeting. After the data is selected by the choices you make in a query, it can be displayed. In the setup of the report, you control how you want the data to be displayed.
AKA: Query Builder, Report Writer, Reporting, etc.
Graph
Definition - Reports can be configured to return results in a variety of different ways. Graphs are often used to show the data in a more visual format.
AKA: Pie Chart, Bar Graph, Line Graph, etc
Instrument
Definition - Instruments are similar to graphs but are designed to measure one particular value against a range of numbers that you define.
AKA: Angular Gauge, Vertical LED, Bulb, etc.
Filter
Definition -Directly below the column headers in the list is a filter row with a red 'Apply' button to the left of the filter row. You can apply single or multiple filters to a list to view a subset of the records contained in the list. This is a useful tool if you have many records in the list and want to quickly get to a particular record or group of records. You can also apply filters on the filter tab of the reports and custom conditions.
DataDictionary
Definition - The Data Dictionary is the central table in the system where display options and configurations are stored. This dictionary is fundamental to the workings of the entire system. We urge you to use extreme caution if you must work in this area. If you are not sure about changing a particular field in the data dictionary, DO NOT change it. Any changes you make in the data dictionary will affect the way in which fields and forms function. Alter it with caution.
Form
Definition - Forms are laid out with fields from the database in rows and columns, similar to a spreadsheet. Typically, the information flows from top to bottom, with one to three columns (although you may choose to have more) and as many rows as required to display your data.
AKA: Work Order Form, Asset Form, Parts Form, etc.
Field
Definition - The information that is displayed along your forms and within your account are made up of fields. Fields represent sections or pieces that contain labels throughout your forms which can be configured to display your data.
AKA: WO #, Asset ID, Status, Brief Description, Work Description, Task, etc
Status
Definition - Determines the condition that a particular record is located in. The status field is used in several area's of the system to determine the state of a particular record within the system. See below for the main section in which the status field are located and how they are used:
- Work Orders
- O - Designates an Open Work Order
- H - Designates a Historical (closed) Work Order
Requests
- O - Open request.
- A - Approved request.
- X - Rejected request.
Purchase Orders
- O - Open Purchase Order
- C - Closed Purchase Order
Sorting
Definition - Sorting will allow you to change the way information is being displayed within your account. You will have the option of sorting your data the list views and also within the Sort and Group tab on the report writer.
AKA- Work Order List, Parts List, Report Writer, Sort and Group
Scheduling
Definition - The scheduler is a very powerful tool for keeping track of assigned work. It allows you to assign contacts to work orders for whatever amount of time you choose and on whatever day you choose. This manual will show you how to use the various functions of the scheduler and take you through examples, step by step.
AKA: Assignments, Work Orders, etc.
Barcodes
Definition - There are several area's of the system which you can utilize the barcode function. You can go to your assets or your parts and you will see if you go to options and manage related tables in either a part or an asset you will be able to add the barcode table to each of those forms. This will allow you to generate a barcode for each of your parts or assets. Barcodes can also be set up through reports in which you can print a list of parts or Assets with their corresponding barcodes.
Tree
Definition - You can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.
AKA: Data Explorer
DataExplorer
Definition - The Data Explorer is a very useful tool that allows you to view your assets, parts, work orders, PM’s, and contacts in a unique way. By configuring the treeview, you can see the records broken down and separated by the values in the fields of your choosing. This allows you to organize them in a way that the standard list view cannot.
Requisitioning
Definition - Learn how to use X3 for inventory tracking, from establishing inventory records and generating reorder lists through requisitions to receive parts.
- Requisition Approval - Those who have the security rights to approve requisitions and have been assigned to Approval Groups with appropriate approval levels can approve requisitions. Clicking on the Requisition Approval menu option displays the list of requisitions that this approver has been designated to approve.
- Pending PO's - When requisitions are approved, they are immediately transferred to the Update Pending PO's queue. From Update Pending PO's, items can be updated with new pricing information, quantities, and supplier information, and PO numbers can be assigned to them.
- Stock Requisitions - Stock requisitions are assigned a default approval group and account number during the initial system setup process. All requisitions generated through Create Stock Requisitions will be automatically placed into these defaults.
- Requisition Cart - At a minimum, a user who has the rights to add requisitions to the system needs access to the Requisition Cart menu option, as well as access rights to Parts, Contacts, Suppliers, Approval Groups, and the Approval Group accounts.
StaticvsShadowPM's
- Static - The system will calculate the next scheduled generation based on the day the PM work order is generated. For example, if a PM is generated into a work order today, the NextPMDate value will be calculated based on the PM work order WODate.
- Shadow - The system will calculate the next scheduled generation based on the day the PM work order is closed. For example, if a PM Is generated into a work order today, but it is closed on another day, the NextPMDate will be calculated based on the PM work order closing date.
Nesting
Definition - Nesting allows you to set levels of PM against a single asset. When PMs are due to generate on the same day, the higher level PM will generate and the lower level PMs will skip to their next interval, if they are assigned to the same NestingGroup.
For example, a PM with a Nesting Level of 5 will take priority over a PM with a Nesting Level of 1. The higher the number in the Nesting Level field, the higher the priority.