Asset and People Management

CAFM Explorer Asset Register
Contents Introduction ........................................................................................................................... 4 Asset Management ................................................................................................................ 5 Reference Data Set up ............................................................................................................ 6 Asset Navigation Screen ......................................................................................................... 8 Building the Asset Register ..................................................................................................... 9 Building the Asset Register using the Asset Export/Import Toolkit .......................................... 9 Building the Asset Register Manually ....................................................................................... 9 Information held on an Asset record ...................................................................................... 12 Linking a Document to an Asset record ................................................................................. 18 Asset Tracking ..................................................................................................................... 22 Customising Views ............................................................................................................... 24 Moving Assets ...................................................................................................................... 27 Editing or Deleting Asset Records ......................................................................................... 29 Asset Calendars ................................................................................................................... 31 New Calendar Activity ........................................................................................................... 32 Deleting Manual Calendar entries .......................................................................................... 33 Editing Manual Calendar Entries ............................................................................................ 34 Calendar Types ...................................................................................................................... 36 Tracking Assets using Report Explorer ................................................................................... 38 Exporting data from the CAFM Explorer Database ................................................................. 41 Asset Hide ........................................................................................................................... 43 How to Hide Assets ............................................................................................................... 43 Asset Hide Restrictions .......................................................................................................... 43 Asset Export/Import ............................................................................................................. 46 People Management ............................................................................................................ 47 Reference Data Set up ........................................................................................................... 47 People Screen Navigation ..................................................................................................... 48 People Records .................................................................................................................... 49 Creating People Records ....................................................................................................... 49 Authorise Purchase Orders .................................................................................................... 51 Authorising Purchase Order Limit ......................................................................................... 51 Setting the Authorisation Limit ............................................................................................. 52
FMx Ltd Version 2012
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Trades Tab on a Person record .............................................................................................. 54 Creating People records in the Hierarchy Tree ........................................................................ 61 Tracking People ................................................................................................................... 63 Hiding People Records.......................................................................................................... 65 People Hide Restrictions........................................................................................................ 65 Move Management .............................................................................................................. 68 Moving People in CAFM Explorer .......................................................................................... 68 The Person Calendar ............................................................................................................ 69 Viewing the Calendar Entries ................................................................................................. 70 Viewing Room Booker Entries ............................................................................................... 72 Manual Calendar Entries ........................................................................................................ 74 Creating Manual Calendar entries.......................................................................................... 74 Deleting Manual Calendar entries .......................................................................................... 76 Editing Manual Calendar Entries .............................................................................................77 Calendar Entry Utility ........................................................................................................... 79 Creating Bulk Entries ............................................................................................................. 80 People Reports .................................................................................................................... 84 Index ................................................................................................................................... 86
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Introduction
This Manual guides the User through how to build the Asset Register, hide obsolete Assets, move Assets, track, and report on the Assets hold in the database. Once the Assets are created they can be linked to reactive and planned Maintenance Help Desk tasks which enable full visibility of an Assets service history. People can be created manually into the areas that they exist in the hierarchy. As an alternatively option Uses can pull information from a HR database and import directly into the hierarchy. This option can also be scheduled to allow the import to run seamlessly behind the scenes by creating, moving and removing records from the database. Refer to the Import and Export Manual for details on how to set up a Person Import. The first part of this Manual covers Asset Management within CAFM Explorer and the second part covers People Management.
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Asset Management Assets can be created at any Locality within the Hierarchy but experience shows that it makes most sense to record Assets at Space or Building level. Creating Assets within Spaces means that the data is much more accurate on reports and easy to update during office moves, surveys and audits. It also enables the Help Desk Operator to easily link a Work Order to an Asset record which in turn increases the efficiency of the Trades Person or Service Provider as they can efficiently locate the exact locality of a faulty Asset.
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Reference Data Set up Before recording any Asset information within the database, it is necessary to ensure that all Reference Data is set up. To create Reference Data Select Reference Data from either the Quick Launch bar or from the Go drop down menu on the main Tool bar. Using the Reference Data filters select the appropriate Code Type from the drop down menu. Refer to Asset Register Reference Data below for the different code types. Select New from the Actions menu or right-click in the bottom half of the screen and select New.
Please note: Depending on the Organisations requirements, it may not be necessary to create all Reference Data types. Asset Register Reference Data Condition Code Used to record the condition of an Asset at the time it is being logged in the database. The Condition Code appears on an Asset record and on an Asset sub-component record. Asset Group Code Used to sub-categorise the different standard Asset Types, for example Asset Type Furniture could be broken down into Furniture-Desks, Furniture-Chairs, Furniture-Filing Cabinets etc.
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Availability Code Used most commonly with bookable Assets to define if they are available or booked out for long periods. Charge Code Assets could be charged out for meetings or long term Asset/Equipment hire. Charge Codes are used to describe the rates at which Assets are charged out. Department An Asset record can be linked to a Department. The information in the Asset Register can then be sorted by Department, enabling easy identification of all Assets within each Department. This is particularly useful when moving a Department and all of its Assets. Practice Code Used to describe a particular practice which must be followed before working with an Asset, for example Wear hard hat could be applicable to Assets in Roof Space or Wear protective gloves/mask could be applicable to an Asset which creates a lot of heat e.g. A Boiler. Product Code Product Codes are found on the sub-component tab of an Asset record and are used to identify components of the Asset, for example a sub-component of a computer could be the hard disc or keyboard. Note Types Notes can be added to any record in CAFM Explorer, they are generally used to keep a record of Asset move events within the database. There is a default Note Type within the CAFM Explorer database which is On Hold, however other Note types like Contractor Notes and Safety Notes can be created in Reference Data. Reference Data Much greater flexibility exists for the User to create new Reference Data. The User does not have to leave their current screen to create new Reference Data Codes. Please note that additional Codes can only be added if the User has permissions. This is explained in more detail later in this Manual.
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Asset Navigation Screen
Building the Asset Register Building the Asset Register using the Asset Export/Import Toolkit The Asset Register can be built on Excel spreadsheets and imported into the CAFM Explorer Hierarchy. An export of Assets must first take place in order to obtain the correct spreadsheet. See the Import/Export Toolkit Manual for a detailed explanation of the Asset Export/Import tool kit. Building the Asset Register Manually There are four ways to manually create Asset records within the database. These are detailed below in Options 1, 2, 3 and 4. Option 1 Navigate to the Locality within the Hierarchy where the Asset is to be situated. Highlight the locality name, Right-click and select Edit from the menu. When the Details screen opens (as shown below) select the Assets tab.
There are eight standard Asset Types. Click the required Asset Type icon on the left e.g. Computer.
A list of Assets which are currently logged within this Locality will be displayed. Click New to enter the new Asset details. Details which can be stored on an Asset record are explained in more detail on page 12. Edit and Delete buttons can be used to manage the Asset within the specific Locality.
Option 2 Asset Records can also be created within the Asset Register view rather than having to build new Asset Records within the Hierarchy Tree. From the Go drop down Menu or the Quick Launch bar select the Asset Register. Right Click and select New Asset from the Menu.
The following screen will appear, enabling the User to specify the Locality of the Asset within the Hierarchy and the Asset Type. Click OK.
Option 3
Enter the Asset details. Click Save and Close.
Assets can also be created by selecting the appropriate Global folder in the Hierarchy. Every level of the Hierarchy contains an Asset folder which in turn contains eight Asset Type folders which are defined as Computer, Electrical, Furniture, Plant, Service, System, Telephone and General (for items that do not relate to one of the defined types) or where the User does not wish to classify Assets in this way, records can be entered in the General Assets folder. Navigate to the Locality in the Hierarchy where the new Asset record is to be created. Select the appropriate Asset folder. This will expand to show the eight Asset Type sub folders. Highlight an Asset Type sub folder. The Assets within this folder will now be listed on the right side of screen. If the Assets are not displayed in the view, click the Hierarchy icon on the Quick Launch bar. Right-click and select New from the menu.
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Complete the appropriate fields for the specific Asset record (explained in more detail on the following page). Click Save and Close or Save and New to create additional Asset records.
It is recommended that the Reference created on the Asset record relates to the Asset e.g. is the Asset Tag number. This is because the Description and the Reference given to the Asset can be used as search fields when associating the Asset to another part of the CAFM Explorer database e.g. a Contract. Option 4 Option 4 follows exactly the same methodology as Option 3, the only slight difference being that the User can right-click and select New on the right side of the screen to create the new Asset record, as shown in the screenshot below. (In option 3, the User performed the right-click and New command on the Electrical Asset folder on the left of the screen).
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Information held on an Asset record This section of the Manual explains what information can be held on an Asset record. The following examples are based on a Standard Electrical Asset Type, each Asset Type contains fields specific to the record. Details Tab of an Asset record Description Reference Serial Number Condition Code Date Part Enter a clear Description of the Asset. This could be an abbreviation of the description. Serial number Examples - Excellent, Good, Fair, Needs replacing. The date that the condition of the Asset is recorded If this item is entered in the database as a Part, this links to a Stock item. Current Value Value on the day the Asset is being logged in the CAFM Explorer database. Value of Sub Components E.g. Hard disk Value One/Two/Three Value after one/two/three years. Warranty 1 Year warranty/ 2 year warranty. Warranty Period Start and End dates of Warranty. User Code 1 6 User definable fields to record additional information.
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Extended Details Tab of an Asset record Asset Group Code Asset Group Codes are used to further categorise Assets e.g. Plant Assets could be split into Asset Group Code Plant HVAC and Plant M&E (Asset Group Codes need to be set up in Reference Data). Availability Code Select the relevant Availability code for the Asset (Reference Data) Charge Code A Charge Code is used if the Asset is charged out, e.g. projector hired for meetings. Charge Amount Enter the Charge amount manually using the calculator. Contract A Contract record in CAFM Explorer can be linked to an Asset record. Department The Department who is responsible for or own the Asset. Is Bookable Tick this box if the Asset needs to be booked using Room Booker within CAFM Explorer. MTBF Mean Time Before Failure i.e. Life Expectancy of an Asset. Can also be regarded as Mean Time between Failures. Purchase Value Value at time of purchase, not at time of logging the Asset in the CAFM Explorer database. Barcode Barcode of Asset. Is Stock Item? Tick box either Yes or No to confirm whether the Asset is a Stock Item within CAFM Explorer. Is Permit Required? If a permit is required, place a tick in the box. When a Work Order is created for this Asset, the Work Order will display this field (needs to be incorporated in the Work Order template). Capacitance This field is specific to the type of Asset record being created, e.g. Computer. Current This field is specific to the type of Asset record being created, e.g. Computer. Voltage This field is specific to the type of Asset record being created, e.g. Computer.
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Barcode All types of Asset records within CAFM Explorer contain a Barcode field. The fastest way to enter Barcode information on an Asset record is to export the Asset records from the CAFM Explorer database using the Export Toolkit (found on the Tools menu). This is essential as it will provide the correct format of spreadsheet for import at a later date. The barcodes will need to be scanned and entered on to this spreadsheet. The Import Toolkit within CAFM Explorer can then be used to import this data back in to the CAFM Explorer database. Using barcodes on Assets can greatly reduce the time required to perform Asset surveys and it can also assist in the efficiency of office moves. The Import and Export Manual provides full instructions on how to use the Toolkits. Note: The Field Chooser can be used to incorporate the Barcode field. IP Address This field is only available on the Computer Asset Extended Details screen. If the IP address is entered in an incorrect format, a warning message will appear as shown below.
Correct the error and the record can be saved. Sub Component Tab of an Asset record Sub Component is used to record additional information in relation to the main Asset. An example would be the hard disc of a computer. Please note: Work Orders cannot be linked to a sub component. They are linked to Asset record(s). To enter a sub-component on an Asset record Select the Sub-Components tab within the main Asset record. Click New.
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Enter details of the sub component as shown above. Document and Notes can also be recorded on the record. Select OK once the details have been entered. The main Asset record will now be displayed.
Associations Tab of an Asset record The Associations tab of an Asset record holds information on related: Purchase Orders. Invoices and Credit Notes. Standard Work Orders. Reactive Work Orders. Pre Planned Maintenance Tasks (PPM). Rooms
Items that have been associated with the Asset will be listed within each category type. The record that the Asset has been associated with can be viewed by selecting the Edit button.
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Future Action Tab of an Asset record Work may need to be carried out on an Asset at a specific date in the future; a note of this work can be placed on the Asset record. When a Work Order is next raised and linked to this Asset, the future action will appear on the Work Order (the Future Action field needs to be incorporated on the Work Order template). To record Future Action on an Asset Select the Future Actions tab from within the Asset record. Click New.
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Enter the details of the Future Action. Click OK.
The required Future Action is now recorded on the Asset record as shown below.
Should a Work Order be raised and linked to this Asset, the Future Action record will appear on the Work Order. Please note: The Future Action field must be incorporated on the Work Order template for the action to be displayed. The Asset record will hold details of all Future Actions that have been added and when they were completed. Noting Future Action as Complete The Future Action must be completed from the Work Order. The Work Order can be accessed from the Help Desk view or the Asset record Associations tab. Please note: If more information is required on Future Action on Work Orders, see the Help Desk & Standard Work Orders Manual.
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Linking a Document to an Asset record The Documents tab within an Asset Record allows the User to attach scanned records e.g. a Fire Certificate, Risk Assessment, Photographs or Asbestos etc. Documents need to be stored on the network first before linking to the Documents tab. CAFM Explorer has six default Document Types. Document Types are used to group documents into different categories. The default six are: User, Drawing, Standard Operating Procedure, Health and Safety Document, Photograph and Miscellaneous. Each document that is created in CAFM Explorer will need to be assigned a Document Type. Additional Document Types can be created in Reference Data. Select the Reference Data application on either the Quick Launch bar or use the Go drop down menu. Select the relevant Code Type i.e. Document Types. Click Retrieve. The six default document types will now be displayed as shown in the screenshot below. Right-click and select New from the menu.
Select either the Company or a Location level. Enter the new Document Type e.g. Risk Assessment, Operating Manuals etc.
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Click Save and Close.
How to attach an existing document to an Asset record An existing document is one that has already been created in the Document Cabinet. This process will take the User through selecting a document that already exists within the Document Cabinet. Select the Documents tab on the Asset record. Select the Add Existing button.
A list of all the documents in the Document Cabinet will appear, as shown in the following screenshot.
Select a document. If the required document is not in the Document Cabinet, it can still be linked by selecting the New button at the bottom left of the window (see adding a New Document below). Click OK to return to the Asset screen. If this document is to be printed when a Work Order has been raised for the Asset, tick the Print with Work Order button.
If more than one document is attached to the Asset record, the Is Default tick box can be used to nominate the main document.
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Open, Edit and Remove buttons assist with management of attached documents. The document list can be printed or grouped by column headers e.g. drag the Document Type column header into the grey horizontal Toolbar entitled Drag a column header here to group by that column. This will sort the document list by Document Type. How to add a new document to an Asset record A new document is one that does not already exist in the Document Cabinet. Select the Add New button within the Asset document tab. Enter a Description for the document. Click the browse button and enter the file path of where the scanned document is located. Enter the Document Type (Document Type Codes are set up in Reference Data). Click OK.
Once the document has been created, it will be saved in the Document Cabinet for future use by all CAFM Explorer Users. For further information on the Document Cabinet, refer to the Getting Started Manual.
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Event Log Tab of an Asset record The Event Log of an Asset tracks any changes that are made to the record.
Click on the Description title, which will display the full details as shown in the following screen shot.
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Asset Tracking Once Assets have been entered in the CAFM Explorer database, the Asset Register will contain details of how many Assets there are within the Estate, where the Assets are located and what types of Assets are recorded within Buildings. The Asset Register has several filters that allow the User to track, move, delete and edit existing Asset records.
Within the Asset Register, the following search parameters can be used to locate an Asset record quickly and easily. Locality Use the drop down arrow Using the and select a locality within the Hierarchy. will clear any data in the field.
Description Manually type a Description of the Asset. This can be the full Description or just part of the Description. Please note: Type carefully in this field as it will search for the exact sequence of letters entered. Reference The Asset can also be searched for by using the Reference. Asset Group Code The appropriate Asset Group Code can be selected from the drop down menu (Asset Group Codes are set up in Reference Data).
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Asset Type The Asset Type filter allows the User to search by the following types: Computer, Electrical, Plant, Furniture, General, Service, System or Telephone Assets. Serial Number A Serial Number can be added to any type of Asset, this is a free type field. The Serial Number filter within the Asset Register allows a User to quickly locate an Asset by Serial Number. Condition Code The condition of Assets can be tracked using Condition Codes which are set up in Reference Data. The Condition Code filter allows a User to view all Assets of a particular condition for example Needs Replacing within 12 months. Under Warranty Locate all the Assets that are under Warranty by selecting the check box Under Warranty. The Field Chooser can also display the warranty dates enabling a User to quickly populate a report based on Assets that are under warranty along with dates. Bookable Users are also able to locate Assets that are used within Room Booker and marked as Bookable Assets. Selecting Retrieve will bring back all the Assets based on the specified search parameters entered.
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Customising Views The Group & Sort filter can be used to customise the Asset screen enabling the User to sort all of the information in the view without having to use a specific filter. To use Group and Sort drag a column header e.g. the Asset Group Code column header into the grey area entitled Drag a column header here to group by that column.
This will change the Asset view and sort the Assets by the Asset Group Code. Multiple column headers can be placed in the grey Drag a column header here to group by that column The User can now easily identify the Asset Groups Codes which are in use in the database and how many Assets are recorded within each Asset Group Code. This is a User setting and the columns will remain grouped until they are dragged back to their original position. Field Chooser Columns can be inserted or removed from the screen to customise the view. Right-click in the list view of the Asset screen. Select Field Chooser from the menu. Or From the View drop down menu select Field Chooser. Tick the column headers required in the Asset Register view and un-tick columns not required in the Asset Register view. Select OK.
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The columns will now be displayed on the Asset Register screen. If the new columns are not in view, navigate to the end of the Asset screen using the scroll bar at the bottom. The column headers can be dragged and dropped into their preferred location. Please note: CAFM Explorer will remember the changes that have been made so there is no need to repeat this every time CAFM Explorer is opened. Asset Register Actions menu The following Right-click options are available on the Asset Register Actions menu: Right-click in the bottom half of the screen to view the following menu.
New Asset New Asset records can be added directly into the Asset Register. As previously explained in this Manual on page 9 option 4, a new window is displayed. The User selected the correct locality of the Asset and the Asset Type.
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Edit Asset Allows Asset records to be amended and saved. Delete Asset Please note: This is only possible if the Asset is not linked to another item in the database e.g. a Work Order. Hide See Asset Hide on page 43. Move See Moving Assets on page 27. Show in Hierarchy If the User wishes to see where an Asset is located in the Hierarchy: Highlight the appropriate Asset within the Asset Register. Right-click and select Show in Hierarchy.
The Assets folder will highlight in blue in the Hierarchy to show the Locality.
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Moving Assets
The CAFM Explorer Move function allows the User to manage movement of Assets throughout the Estate and track every move in the Event Log. Use the filters to locate the Asset to be moved. Highlight the Asset.
Please note: Multiple Assets can be selected by dragging the cursor down or using the Shift or CTRL options on the keyboard. Right click and Select Move from the menu.
The Hierarchy tree will appear as shown.
Navigate through the Hierarchy, expanding each level until the User reaches the locality the Asset is to be moved to. Double click the locality name or highlight the locality name and click OK. CAFM Explorer will move the Asset to the specified Locality. The Event Log within the Asset record tracks the movement of the Asset.
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Editing or Deleting Asset Records
To keep the Asset Register up to date Assets will need to be maintain by editing the record to keep information up to date or by deleting assets to remove the ones that are no longer in use. Editing Assets Select the Asset Register from either the Go drop down menu or from the Quick Launch bar. Use the filters to locate the required Asset. Click Retrieve to view the list of Assets. Highlight the Asset then right-click.
Select Edit from the menu. Make the necessary amendments then Save and Close the Asset record. Deleting Assets
It may be necessary to delete Assets from the database. Deleting Assets can only be achieved if the Asset has not been referenced to any other record in the database. Please note: Once the Asset has been deleted it cannot be retrieved. However, the Hide option will allow the Asset records to be hidden from view but can still be retrieved if necessary (see page 43 for details). Use the filters within the Asset Register to locate the Asset(s) to be deleted. Highlight the Asset(s), right-click and select Delete from the menu. The following message will be displayed as shown on the following page.
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Click Yes to confirm otherwise select No to return to the Asset Register.
Please note: If an Asset is linked to another item in the database e.g. a Work Order, it cannot be deleted. Use the Hide option as explained on page 43.
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Asset Calendars In previous versions of CAFM Explorer it was only possible to book assets when making a Room Booking. Bookable equipment can be booked out to employees short or long term and can be viewed in an outlook style calendar on the asset record. The Asset calendar will also have calendar entries from Work Orders where an association has been made with the Asset. Room Bookings entries will also show the meeting details of where a particular asset has been booked for. Further information regarding calendar activities from Work Order and Room Bookings can be found in the Work Planner manual. Using the Asset Register locate the Asset that is to be booked. Ensure that the Asset is marked as bookable, as shown on the Extended Details tab below.
Select the Calendar tab.
The Calendar has an outlook style view where the user can easily select calendar dates on the left, change the view from 1 day, 7 week or month. Use filters to search by Locality and Work Order status. Users are also able to Print the view simply by clicking the appropriate print icon.
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The Actions menu displays the following functionality: New Activity Create Activity Delete Activity The User also has the option to right-click on the appropriate day and view the same actions. New Calendar Activity To create a new calendar entry right- click on the appropriate day or use the Actions menu and select New Activity.
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Enter a Description for the activity.
The Calendar Type is used to identify the different calendar entries that can be created into calendar i.e. equipment requests, Help Desk Reactive, Room Booking. Each calendar type will also be associated with a colour. Click the browse button and select an appropriate Type from the list i.e. equipment.
If no calendar types have been set up click the new button and refer to page 36 for further details. Enter Start Date/Time and Finish Date/Time. (This may be defaulted to when the date and time of when the activity was created on the day view). If the All Day checkbox is selected this will set the Start Time and Finish Times to 00:00 and disable these fields to prevent entry.
Browse for the Person that will be allocated this particular Asset. Click Ok to save the New Calendar Activity; the newly created entry will be displayed on the calendar.
Deleting Manual Calendar entries It is possible to delete manually created calendar activity entries. Highlight the entry in the calendar that is to be deleted. Right-click and select Delete from the menu, alternatively select Delete Activity from the Actions menu.
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A warning message will display when a calendar entry is being deleted.
Confirm Yes or No.
Note: Calendar entries cannot be retrieved once deleted. Editing Manual Calendar Entries It is possible to edit manually created Calendar activity entries. Highlight the entry in the calendar that is to be edited. Right-click and select Edit Activity from the menu, alternatively, select Edit Activity from the Actions menu or simply double-click to select.
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When manually editing activity entries in a persons calendar its possible to have full control on what can be edited on the calendar entry record. Update the calendar entry and click OK to save.
A warning message will be displayed if an activity entry is updated which results in:
The Date/Time being changed for a Fixed Calendar entry An All Day entry being on the same day as another activity Activities with a Fixed Calendar Type where the specified time period clash. Users are still able to save the modified calendar entry.
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Calendar Types Calendar Types are set up to specify the different types of entries that will be created in the calendars. CAFM Explorer will automatically generate a list of Calendar Types as shown below. To facilitate this functionality in the Work Planner application it is possible to modify the following Reference Data codes with an Activity Type and Colour. Public Holiday Annual Leave Sickness Travel Room Booker Meeting Help Desk Appointment Help Desk Emergency Help Desk Reactive Help Desk Statutory PPM Help Desk Room Booking Help Desk Planned
Select the Reference Data application from the Quick Launch bar or from the Go drop down menu. Using the Code Type drop down menu select Calendar type from the list. Click Retrieve then select a Calendar Type by double-clicking.
Its possible to update the Calendar entries by modifying the Activity Type, Fixed or Floating options. Fixed being a date and/or time of the activity and cannot be changed. Public Holidays, Annual Leave and Sickness will be configured as Fixed Activities. Floating will be used for entries that can be moved to other dates, for example appointments and non urgent Reactive holidays. Fixed or Floating will need to be updated for each Calendar Type created.
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A colour is already assigned to the Calendar Type, enabling activities to be colour coded on a Persons calendar. If preferred the colour can be changed: Select the Browse button to choose an alternative colour.
The Ad Hoc setting will determine whether the Calendar Type is made available for selection when creating manual Calendar Entries. For example, the Help Desk Reactive Calendar type will not be available type for a manual calendar entry therefore will be hidden from the Users view. The Schedule Type field allows the various calendar types to be grouped according to the type of calendar the User is working with. For example, when adding an activity for a Computer Asset is it not required to see the Public holiday activity type when the User adds an activity. Whereas, a Training Course Activity could apply to all items as Computers, People and Rooms might be involved in this type of appointment. Using the drop down menu Users are able to sensitise this data. Save and close once Calendar entries have been added.
In additional to the standard calendar entries Users will have the ability to define their own data entries, for example: Compassionate Leave Training Course Personal Appointment Simply right-click in the Reference Data grid view and select New from the menu. Repeat the steps as previously explained to create additional calendar types.
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Tracking Assets using Report Explorer
There are eight Asset reports in the Standard Report suite: See below for some examples of the most recent reports available: Asset Maintenance Log Details Assets that have been associated to Work Orders use the multi parameters for a detailed maintenance log report.
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Asset Under Contract Shows Assets that are maintained under a contract.
Asset Locator by Type Asset records within each Asset Type. The information displayed for each Asset includes location, Group, Department and Condition details.
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Asset Maintenance A report detailing the maintenance work associated with Asset records.
Assets Under Warranty Details Assets that been specified in CAFM Explorer as Under Warranty
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Exporting data from the CAFM Explorer Database Reports can also be obtained from the CAFM Explorer database. Use the filters and the Group and Sort feature to manipulate the data, then export it.
Select the application from which information is to be exported. The Asset Register is used in the example above. Using the Field Chooser, select the column(s) that are to be exported. Department is used in the previous example to group all Assets by Contract. Right-click in the list view and select Export Current List from the menu.
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Enter a File name and select Open to save.
The export will now be saved as an Excel file. Navigate to the Location where the document was saved to, open and view.
The Excel spreadsheet will retain the grouping function that was applied in CAFM Explorer. This provides Users with a quick and efficient way of viewing the data.
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Asset Hide
Once an Asset has been referenced in the database, for example linked to a Work Order, it cannot be deleted due to the Asset history. Assets that are also no longer required could cause the day-to-day processing in areas such as Help Desk and Room Booking to become unnecessarily cluttered with unused or obsolete Assets. The solution is to Hide Assets. Hidden Assets will remain in the underlying database but will not, by default be displayed when working in areas such as Help Desk, CAFMCAD and Room Booker. How to Hide Assets Open the Asset Register and highlight the Asset(s) to be hidden. Multiple Assets can be selected. Right-click and select Hide from the menu.
Asset Hide Restrictions It is not possible to hide Assets that meet the following criteria: Asset is located in the CAFMCAD Crate (i.e. Asset is being moved from one Zone drawing to another). Asset is linked to a CAFMCAD drawing. Asset is marked as Bookable (i.e. is a Bookable Asset within Room Booker). Asset is linked to a live PPM which is defined as a PPM which not hidden with a Schedule that has no Recurrence End Date or with a Recurrence End Date that is after the current date. Asset is linked to a Work Order that has a status other than completed or discarded. Asset is linked to a non-hidden Standard Work Order.
An error message will be displayed when attempting to hide Assets which cannot be moved for one of the above reasons. If multiple Assets are selected, the system will attempt to hide each Asset in turn a single error message will be displayed on completion of the process, detailing any Assets that could not be hidden. Managing Hidden Assets The following additional features are available when managing Assets within the Asset Register. The filter option Include Hidden Assets is available within the filter screen. By default this option will be turned off.
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Use the Field Chooser to incorporate the Is Hidden column in the Asset view. This allows the User to easily identify Hidden Assets in the list view. When displayed in the list, hidden Assets appear greyed out.
Asset Actions The list of commands within the Actions menu includes options for Hide and Unhide. The Asset Actions menu also offers the following options.
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The Hide and Unhide options are sensitised according to the status of the selected Asset, for example if an Asset is hidden, the Hide option will not be available on the Actions menu. Working with Hidden Assets Throughout CAFM Explorer, hidden Assets where shown, will be greyed-out. On the previous page there is an example of hidden Assets being displayed on the Assets tab of a Space record.
Please note: The Show Hidden Assets check box at the bottom of the screen must be selected in order to view hidden Assets. Event Log The Event Log on an Asset record will record the event of when the Asset Record has either been hidden or unhidden along with the date, time and the User.
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Asset Export/Import The Asset Export/Import Toolkit can be found on the Tools menu. It is important to export the Asset listing first in order to obtain the correct spreadsheet format. The correct format of spreadsheet has the Asset Type tabs along the bottom:
Column C on the spreadsheet, the Action column must be completed for ALL Asset records which are amended, inserted or deleted as follows: Enter A in column C if the User is Amending an existing Asset record. Enter I in column C if the User is Inserting a new Asset record. Enter D in column C if the User is Deleting an Asset record (remember if an Asset record is linked to another record in the database it cannot be deleted).
Refer to the Import and Export Toolkit Manual for more information.
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People Management Before recording any People information within the database it is necessary to ensure that all Reference Data codes used on People records are set up. Reference Data Set up Select Reference Data from either the Quick Launch bar or from the Go drop down menu. Using the Reference Data Filters select the appropriate Code Type from the drop down menu. e.g. Asset Group Code. Select New from the Actions menu or right-click in the bottom half of the screen and select New.
The following Reference Data Codes need to be considered before creating People records. However depending on the Users permissions Reference Data is also able to be set up whilst viewing the Person record. Department Each Person can be assigned to a Department. Use the Field Chooser to select the Department column. All records can be sorted by Department, allowing the User to gain a quick overview of how many staff are in each Department. A Personnel by Department report will also detail Personnel by Department. Personnel Grade Code Personnel Grade Codes are used within some Organisations e.g. Staff may progress from Grade 1 in a Junior Clerical role to Grade 6 as a Director within an Organisation. Availability Availability Codes on People records could be used to describe whether a Person is working full time, on maternity leave or on sick leave etc. Note Types Notes can be added to any record in CAFM Explorer by are generally used to keep a record of Asset events within the database. As standard, there will be an On Hold Note Type within CAFM Explorer however other types of notes can be created. Reference Data A User can create new Reference Data codes from the screen they are working in, it is not necessary to navigate to Reference Data to create new codes. This means that the User does not have to leave the current screen e.g. an Asset form and navigate to Reference Data to add additional Reference Data Codes. Please Note: Additional Reference Data Codes can only be added if the User has relevant permissions.
People Screen Navigation
People Records There are three types of People records in the CAFM Explorer database. Internal People Internal Staff who call/email to log faults with the Help Desk. Trades People Internal Staff who carry out Reactive and Planned Maintenance within the Organisation. External People Staff of Service Providers specifically nominated to carry out maintenance tasks within the Organisation due to their level of expertise or Security clearance. Creating People Records Navigate to the People area of the Quick Launch bar or from the Go menu, select People.
Right-click in the bottom half of the screen and select New Person from the menu.
A new screen will be displayed for the details of the Person to be entered. Each tab within a Person record is explained on the next few pages. Employees
Details tab of a Person record The Details tab contains the following information: Last Name First name Initials Reference Surname. Christian Name. First letter of Surname and Christian Name. A unique reference for the Person e.g. Employee Number. If the Person import is used to populate People records, the Reference for each Person must be unique. Title Mr, Mrs, Miss, Sir. Job Title E.g. Maintenance Manager. Service Provider External People will be attached to a Service Provider. Located At Internal People will occupy a particular Locality in the Hierarchy. Email Address Work email address. Telephone Landline Telephone Number. Alternative Telephone Alternative landline number or mobile number. Fax Number Fax number. Network User Name The Windows Network log-on for the Person (CAFM Net Users). User Code 1-6 User definable fields which can be used to hold additional information.
Employee Details tab on a Person record The Employee Details tab allows the User to add extra information relating to the Person record as follows: Various check boxes which indicated the following: Employee Contractor Part Time Off Site Department Personnel Grade Code Badge Number Holiday Entitlement Holiday Remaining Joining Date Leaving Date Reports To Hourly Cost FMx Ltd Version 2012 Enter the Department the Person works in (Departments are set up in Reference Data). For example Grade A, B, C (set up in Reference Data). Free type field - Could be used for staff number or ID. Yearly Holiday Allowance. Remaining Holiday Allowance. Date employee joined the Company. Date employee left the Company. Lookup to Personnel Data. Can be used if the employee carries out chargeable work for the Company. Page 50 17/06/2011
Availability Entitlement to a car Car Registration No Distance to Work Space Shared Space Shared with Space Type Space Need Intranet Administrator Intranet User
Can be used to provide details on the employees status, such as Maternity Leave or Long term Sick Leave. Tick box to confirm whether the employee has a Company Car. Free type field to record the employees Car Registration Number. Uses a calculator to populate miles to work. Tick box to confirm whether the employee shares office Space. Look-up to Person records. Confirms what type of Space the employee occupies. Space Type Codes are set up in Reference Data and are used in CAFMCAD. Used to record if more Space is required in the future. Tick box to log if employee is an Intranet Administrator. Tick box to log if employee is an Intranet User.
Authorise Purchase Orders Each Person record includes an Authorise Purchase Orders tick box. All Users in the database will be able to authorise Purchase Order, It may be necessary to un-tick the option on particular Person records. If the Purchase Order settings have been selected to enforce Purchase Order authorisers, only those that are ticked will be displayed when raising a Purchase Order. Authorising Purchase Order Limit As well as an option to indicate a Person can authorise POs a financial limit field has been added. This allows organisations to specify an agreed limited to the amount a User can authorise. If the Purchase Order settings have been selected to Enforce Purchase Order limits on Authorisation the system will check to ensure that the value of the PO is within the limit of the person selected.
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Setting the Authorisation Limit To set a Purchase Order limit on a Locate the Person using the filters and double-click to select. Select the Employee Details tab.
As previously mentioned all Users will by default have the Authorise Purchase Orders selected. To set an Authorisation Limit code, click the Browse button. Select New to enter a new Reference data code.
Enter a Description and Limit. Click OK to save the code.
The Purchase Order Authoriser column can also be incorporated in the People grid view by selecting the option from the Field Chooser. All of the above fields on the Employee Details tab are optional fields. If a Department is assigned to a Person Record it will display on a Work Order when the Person is selected as the Main Contact. In order to take advantage of the Purchase Order Authorisation feature, the feature must be enabled in the Purchase Order System Options. This is selected from the Tools drop down menu.
Ensure that the Enforce Purchase Order Authorisation and Enforce Purchase Order Limits on Authorisation are selected.
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The Association tab on a Person record displays the following records which have been associated with this Person: Business Roles Work Orders logged Work Orders assigned (if Person is Trades Person) Purchase Orders authorised Room Bookings (booked by) PPMs (if Person is Main Contact)
Selecting the icons will display the records that have been assigned/logged for the individual. Alternatively reports or the application, such as Room Booker will also display this information.
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Trades Tab on a Person record The Trades Tab on a Person Record is used to display the specific Trade that a person belongs to within an Organisation e.g. Electrician, Plumber, Porter etc. A Trade Code must be set up first, the Trades People then need to be assigned to the Trade Code. When a Help Desk call is logged, the Operator can quickly and easily assign the Work Order to the correct Trades Person by selecting the Trade Code first. The Trades People assigned to the Trade Code can be viewed by clicking the Add button. Trades People can have multiple Trades assigned to their record if they are multi skilled.
To assign a Trades Person to a Trade Code If the Organisation is planning to assign Work Orders to internal Trades People, the Trade Code must be linked to the Trades Person record. Select the Trades Tab within a Person record. Click Add.
The Description and Reference filters can be used to find a specific Trade Code or click Search to view all Trade Codes. Select the appropriate Trade Code for the Person. Click OK. Page 54 17/06/2011
If the required Trade Code is not displayed in the screen, follow these instructions to add a new Trade Code. If the User does not have permissions to add new Reference Data a request will need to be submitted to the System Administrator. Once the Code has been added, the User can click on the Refresh List button which will display the new Code. Select the New button to add additional Trade Codes. The following screen will appear. Select which level of the hierarchy the data is to be set up at most commonly Company however data can be set up for a specific Location.
Each Trade Code record holds details as shown in the screenshot. The Description and Reference for the Trade. The Description entered will display within the Help Desk. The Work Order Issue Type specifies how the Trade prefers to receive their Work Orders i.e. Printed copy, Email, Fax. If Print is selected a Default Printer can be nominated. Work Orders will then automatically print to this printer. If Email is selected the Email address field must be populated. The Trades People records will most likely have an email address on them. If the Work Order is assigned to the Trade Code by email and Trades Person two copies will potentially be emailed. If Fax is selected the Fax number will need to be completed.
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Working Week A custom Working Week can be set up on the Trade Code record. Each Work Order that is logged in the Help Desk can be assigned a Service Level, for example non-urgent 3 hours. If the Trade Code has a custom working week set up this will be used to calculate the required response and fix date and time. There are two settings for the Working Week. A Working Week is set up on the main Administration side of CAFM Explorer in Tools > Options > Working Week tab and is generally the Organisations working hours, Monday to Friday 9:00 17:30. If the Trade Code works different hours, a custom Working Week can be set up on the Trade Code record.
If a Custom Working week is required tick Use a Customer Working Week for this Trade Code. Enter the Days and the Hours the Trade Works. Click OK to save the new Trade Code record. Page 56 17/06/2011
Repeat this process if additional Trade Codes need to be entered. Once the new Trade Code has been created Trades People need to be assigned to the Trade Code. The User does this via the Trades tab of the Person record (see page 52).
Equipment tab on a Person record Equipment can be assigned to a Person e.g. each staff member may have a laptop and a mobile phone assigned to them on joining the Company. This equipment needs to be created within the Asset Register first and then linked to a Person record. Select the Equipment tab within the Person record. Click Add. Specify the Locality in the Hierarchy and click Search. Highlight the required Asset(s) record.
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Click OK.
It is also possible to view the Asset by selecting the Edit option on the Equipment screen. This will assure that the correct Asset has been selected. If the same asset is associated to another person record a message will be displayed:
Click No to cancel or click Yes to reassign the Asset to the persons records. This enables Assets to be reallocated to another User when they take ownership of the Asset. The Event Log will track in both the Asset Record and the Persons record that equipment has either been removed or added. Assets can also be viewed or amended with viewing the Equipment on a persons record. Addresses tab on a Person record Addresses can be added to a Person record using the Address Book. Addresses are most commonly created for Service Providers and Buildings within the Hierarchy. A User may want to attach a Service Provider address to an external Person record. Click the Addresses tab on a Person record. Click Add. Select the required Address from the Address Book.
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Click OK.
To Add a New Address to a Person record If the Address record is not in the Address Book: Click the New button and enter the Address details on the New Address record.
Click Save and Close. Tick the Is Default box if there are several Addresses. Click the drop down Type menu to the right and select the Address Type.
Documents tab on a Person record Documents can also be attached to the Person record in the same way as Assets using the Documents tab. A Document which already exists in the Document Cabinet is attached to a Person record using the Add Existing button. A Document that is not in the Document Cabinet can also be added in using the New button (see Getting Started Manual for more information if required). Notes tab on a Person record FMx Ltd Version 2012 Page 59 17/06/2011
Notes can also be added to a Person record. The User can create new, edit, delete and print notes. Event Log tab on a Person record The Event Log tracks events that have occurred on the Person record. It is a permanent record which cannot be edited or deleted.
The Event log also tracks when equipment has been added or removed from the persons record or, if they have been moved from one area to another.
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Creating People records in the Hierarchy Tree People can be added into CAFM Explorer at any level of the Hierarchy as with Assets, it makes most sense to record them where they are located within the Hierarchy. Creating People at Space level means that data is much more accurate and easy to update during office moves, surveys and audits. Organisations are also able to identify how many People occupy each Space and who they are. Select the Persons Folder within the appropriate Locality in the Hierarchy.
Remember to highlight the Hierarchy icon on the Quick Launch bar in order to view the contents of the Persons folder. Right-Click and select New.
Complete the relevant fields on the Person record. Save and Close.
An alternative way to create new People in the Hierarchy is to: Navigate in the Hierarchy to the Locality the new Person is to be created at.
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Right-click on the Space and select Edit Space. The Space details will now be in view. Select the People tab within the Space record and select New to create a new Person.
Enter the new details for the Person. Save and Close.
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Tracking People
The People filter options allow the User to track People based on: Their Locality using the For Locality filter. Their Reference (e.g. Employee Number). Last Name and First Name allows User to search by Surname or Christian Name. The Trade filter allows the User to view People within a particular Trade Code. Service Provider filter allows the User to view External People associated with a Service Provider. Show Trades People only allows the User to view all Trades People within the Organisation or within a particular Trade Code. Include Hidden People check box, if selected will return hidden individuals as greyed out records.
The User can right-click in the list view on the right of the screen, to view a menu which offers the following options: Edit a Person record. Delete allows a Person to be deleted from the system. Please note: A Person record can only be deleted if it has not been referenced to another record in the database. The Move option allows a Person(s) to be moved from one Locality to another. The Show in Hierarchy option displays where the Person is located with the Hierarchy. If this option is selected, the Person folder containing the Person record will highlight indicating the Locality of the Person.
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Print Current View will print the People listing as it is on the screen. Export Current List will export the People list to Excel / Word.
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Hiding People Records Person records will need to be updated on a regular basis. People records can be deleted however if a Person is deleted, the history is lost and is not retrievable. An alternative is to use the Hide feature which allows People to be hidden from view. They will not appear in any Person lookups within the application, however the Person record remains in the underlying database. The benefit of hiding an individual rather than deleting them is that the individual can still be referenced within the application. For example, if a Trades Person leaves the organisation it would be beneficial to hide them so they cannot be assigned any more Work Orders. Their Person record will remain attached to historic Work Orders. If an historical report is required, the necessary data is still in the underlying database. How to Hide a Person Select People from the Quick Launch bar or use the Go drop down menu. Highlight the Person(s) to be hidden. Either right-click and select Hide or from the Actions menu, select Hide.
People Hide Restrictions People cannot be hidden within the database if their Person record meets any of the following criteria: Person is in the CAFM CAD crate (they are being moved from one Zone drawing to another Zone drawing). Person is linked within a CAFM CAD drawing. Person has a User Account within CAFM Explorer. Person is linked to items of Equipment e.g. mobile or laptop. Person is assigned to Work Orders (as a Trades Person) which are not completed or discarded. Person is linked to a live PPM i.e. those with a schedule end date after the current date.
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When the User requests to hide a Person record, a verification process will take place to ensure the Person can be hidden. If there is a reason the Person cannot be hidden a message will display detailing why the Person(s) record cannot be hidden.
Once a Person is hidden, they will not appear in the Person listing or in any Person look-up throughout the database. If the Include Hidden People option is ticked, which can be found within the People application, the hidden People records will be displayed but will be greyed-out. How to Unhide a Person On the Quick Launch bar, select the People application. Tick the Included Hidden People to show the hidden People. Highlight the Person(s) record. From the Actions drop down menu, select Unhide or right click and select Unhide. There are no restrictions when unhiding a Person.
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Event Log The Event Log on a Person Record will record all major events including when the record was created, when the Person record has been hidden or unhidden along with the date, time and the CAFM Explorer User who performed the action. Hiding Trades People Trades People can only be hidden if they are not assigned to any live Work Orders. If they are linked to a live Work Order, the following message will be displayed. The Work Order needs to be completed or discarded before the Trades Person can be hidden.
Hidden People & Hierarchy Count The Person count appears on all Hierarchy Localities and is automatically calculated based on People records linked into the Hierarchy. Hidden People are excluded from this calculation.
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Move Management Move Management is the process of tracking and moving People and Assets between working areas. The requirement may be to move a growing Department into a bigger office to aid expansion or to consolidate several offices that a Division use into one large office to increase efficiency. Alternatively, it may be desirable to move different teams on disparate rented floors within an office onto fewer adjoining floors to reduce cost. Moving People in CAFM Explorer Within the Person application, highlight the Person(s) who needs to move. Multiple Person records can be selected. Right-click and select Move from the menu. The Hierarchy tree will appear.
Navigate through the Hierarchy tree and highlight the required locality then click OK.
Once the Person(s) has been moved, the new locality will be updated. The Event Log will also track the movement of the Person.
Move Management can also be achieved by using the Person Import. Refer to the Import and Export Manual for further information.
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The Person Calendar Person records held within the application will have a Calendar view providing entries for manual Activities. Meetings and Work Orders will be generated automatically when they are an attendee of a meeting or assigned to a Work Order. The calendar is viewable per Day, Week or Month in a Microsoft Outlook look and feel. The Work Planner application will display the Trades People activities, Work Orders and Room Bookings, annual leave etc, refer to the Work Planner manual for further information. Each calendar has the ability to: View Fixed and Floating calendar entries for the selected Person. Create Activity Calendar Entries for the Selected Person (Not Room Booker Meetings or Help Desk Entries for Trade People) Delete Activity Calendar entries for the selected Person (Not Room Booker Meetings or Help Desk entries for Trade People) Edit Activity Calendar entries for the selected Person (including associated Room Booker Meetings and Help Desk entries for the associated Trade Person) The default display for the calendar will be for the current day displayed in half hour intervals. Person Calendar
Just like Microsoft Outlook its possible to display the calendars by a Day view. FMx Ltd Version 2012 Page 69
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The Week view will default to the current week displaying entries from Monday and Sunday with the current day highlighted. The Month view will default to the current month with the current day highlighted. From all views, various navigation controls provide the ability to browse through the calendar easily. In addition Users are also able to Print the calendar on any view that is displayed.
The Fixed calendar entries (which have a Date and Time specified) are positioned in the appropriate time slot on the calendar and are identified via a red bar against the appointment entry.
It is not be possible to drag/move Fixed Calendar entries to alternative time slots or dates using the Person Calendar. Floating Calendar entries will be positioned in the appropriate time slot (AM/PM/All Day/Out of Hours) on the Persons Calendar and unlocked to allow them to be moved and rescheduled.
Entries that are marked as Add Day or span multiple days will be positioned in the calendar header, as shown in the example below.
Viewing the Calendar Entries From the Persons Calendar it is possible to identify: The Type of entry. These will be indicated by the colour linked to the entrys Calendar Type. Activity Calendar entries. These either created manually or via the Calendar Entry Utility which will display: FMx Ltd Version 2012 The Description entered by the User All Day or the Time From and Time To if a period was specified. Page 70 17/06/2011
Only Real Work Orders, as in, Work Order with a number will be displayed in the Calendars, this includes all Work Orders with the following status: Select the Show Filters Life Cycle Statuses. Pending Notification Due Open On Hold Resolved Completed to view the different
However, it will be possible to display the Calendar to show Help Desk entries that match specified Life Cycle Status values. A drop down menu will enable the User to multi select the Life Cycle Status to be displayed.
This enables for example Resolved and Completed Work Orders to be hidden from view enabling the Calendar to show only Active Help Desk entries, (i.e. Work Order with a life cycle status of open or on hold) Only Real Work Orders for all Localities will be displayed in the Calendars. The User is able to display the calendar to show Help Desk entries that match a specified locality. The CAFM Explorer hierarchy tree will allow the User for example to select, an individual Building to display the calendar showing only Help Desk entries for the building enabling the User to identify where a Trade Person or Asset is on a given date.
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Users must select the Show Filters button Viewing Room Booker Entries
to display the Life Cycle and Locality filers.
The Room Booker entries in the calendar will display the following: The Room Booking Reference The Room Booking Description Start Time Finish Time Status i.e. Confirmed or Provisional Meeting Room Booked By Hosted By the Calendar to show the day, week or month view of the activities.
It is possible to print
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The ability to view the Trade Persons calendar is also available from the Help Desk Work Order to assist when scheduling Work Orders.
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Manual Calendar Entries When viewing the Calendar page on the Persons record, it is possible to create, update and remove manual entries. An Actions menu allows the User to select which action to take as shown in the following screen shot. If preferred the User is able to right-click on the available day/time and view the same actions.
When manually creating activity entries directly into calendar it is possible to specify a Description for the activity and whether the activity is an all day entry or to specify the date/time period for the activity. Creating Manual Calendar entries It may be necessary to create manual entries directly into a Persons calendar. Using the preferred calendar view i.e. day, week, and month right-click on the date/time and select New Activity from the menu or select the option from the Actions menu.
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Enter a Description i.e. Doctors appointment; this is a mandatory field and must be populated.
Browse for an appropriate Type i.e. Appointment
CAFM Explorer will automatically set up a list of calendar type however additional calendar types can be created, refer to page 36 for more information. Enter Start Date/Time and Finish Date/Time. (This may be defaulted to when the date and time of when the activity was created on the day view). If the All Day checkbox is selected this will set the Start Time and Finish Times to 00:00 and disable these fields to prevent entry. Click Ok to save the New Calendar Activity; the newly created entry will be displayed on the calendar as shown in the following example:
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Manual Calendar Activity can be moved to a different day by using the drag and drop method. A warning message will be displayed if the creation of an activity entry results in: An All Day entry being on the same day as any other activity. The time period for an activity with a Fixed calendar type clashing with another Fixed activity.
Example warning message displayed above. Users are still able to save additional calendar activities into the calendar if it clashes with another activity. Deleting Manual Calendar entries It is possible to delete manually created calendar activity entries. Highlight the entry in the calendar that is to be deleted.
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Right-click and select Delete from the menu, alternatively select Delete Activity from the Actions menu.
A warning message will display when a calendar entry is being deleted.
Confirm Yes or No.
Note: Calendar entries cannot be retrieved once deleted. Editing Manual Calendar Entries It is possible to edit manually created Calendar activity entries. Highlight the entry in the calendar that is to be edited. Right-click and select Edit Activity from the menu, alternatively, select Edit Activity from the Actions menu or simply double-click to select. Page 77 17/06/2011
When manually editing activity entries in a persons calendar its possible to have full control on what can be edited on the calendar entry record. A warning message will be displayed if an activity entry is updated which results in:
The Date/Time being changed for a Fixed Calendar entry An All Day entry being on the same day as another activity Activities with a Fixed Calendar Type where the specified time period clash. Users are still able to save the modified calendar entry.
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Calendar Entry Utility A utility can be used to automatically generate calendar entries directly into the employees calendars. This will enable, for example, public holidays to be entered for all Trades People rather than having to create manual entries in each Person calendar. It is recommended entering public holiday etc prior to using the Work Planner as entries will not be created if they clash with an existing activity. The Calendar Entry Utility can be access from Tools drop down menu and navigating to the Utility Toolkit. Select the Trade Person Bulk Calendar Entry as shown below.
When viewing the Calendar Entry Utility, the following filters are available to enable Trades People to be retrieved. For Locality Lookup to CAFM Explorer Hierarchy Trade Code Lookup to Reference Data Show Trade People only checkbox (selected as default) The Trade People retrieved will display in a grid with the following columns. Location Full Name Telephone Extension number Email Address Page 79 17/06/2011
Creating Bulk Entries The User is able to select all the retrieved records or to specify the Trades Person to create an individual calendar entry. The following process will apply to individual records or all records. Filters can also be used to search for particular records. Select the People that require an entry. Unselect Show Trades People only, if all records held within the database are to be updated.
To select all records simply select the Select all option or individually select each person that requires a calendar entry. Unselect All will remove any records that are selected. Once the records have been selected, click on the Activity Details tab.
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Enter a Description for the Activity i.e. Easter Monday. Browse for the appropriate Calendar Type. Select the Start and End Time for the calendar entry or select All day event.
Check for Clashes Before proceeding with creating the calendar entries into the database the User is able to check to see if the activities that are being created will clash with any existing activities already held in the CAFM Explorer database. CAFM Explorer will not create the entries into the calendar that clash. Users are able to view the Import log to see which People records are affected. As previously mentioned the Trade Person Bulk Calendar Entry should be used before any other activities are created in CAFM Explorer to prevent these errors. In the event of the Trade Person Bulk Calendar Entry being used after activities have been scheduled in CAFM Explorer, Users will need to identify each person that has clashes and make the necessary adjustments in CAFM Explorer i.e. move scheduled activities to an alternative date. Select the Check for Clashes CAFM Explorer will go through checking the selected People for any clashed. In the following example 19 records were checked and 0 records would be processed with errors.
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If more than one person is processed with an error the Import Log can be viewed to review which selected people records would not update due to clashes. Once CAFM Explorer has checked for clashes the User can continue to create the activities into the selected peoples calendars. Select Create Activities.
Create Activities The system will go through and create the activity in each persons calendar. A confirmation message will display once the import is complete.
The new entries can be seen by viewing the persons calendar as shown in the following example:
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Repeat the steps learnt and create each activity by using the bulk calendar utility for all employees or Trades people.
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People Reports There are four People reports within the Standard Report suite of CAFM Report Explorer: Personnel Details by Department A report showing details of all Personnel sorted by Department.
Personnel Details by Name Report showing a list of all Personnel with Contact, Department and Location details.
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People by Location Details Person records within each Location and Building
People with assigned Equipment Report details people that have assigned equipment
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Index A Actions ............................................................................................................................................. 35 Add Existing ................................................................................................................................ 17, 50 Addresses tab .................................................................................................................................. 48 amend.............................................................................................................................................. 37 Asset Export/Import ...................................................................................................................... 7, 37 Asset folder ...................................................................................................................................... 24 Asset Group code ............................................................................................................................. 22 Asset Group Code ........................................................................................................ 4, 11, 21, 22, 38 Asset Hide .................................................................................................................................. 24, 34 Asset Locator by Type ...................................................................................................................... 30 Asset Maintenance Log .................................................................................................................... 29 Asset Register ...................................................................................................................... 4, 7, 34, 47 Asset Type ....................................................................................................................................... 21 Asset Under Contract ....................................................................................................................... 30 Assets Under Warranty .................................................................................................................... 31 Associations Tab .............................................................................................................................. 13 Availability ......................................................................................................................... 5, 11, 38, 42 Availability code ................................................................................................................................. 5 B Barcode....................................................................................................................................... 11, 12 Bookable ..................................................................................................................................... 11, 34 C CAFMCAD .................................................................................................................................. 34, 42 Charge Amount ................................................................................................................................ 11 Charge Code ................................................................................................................................. 5, 11 Condition code ................................................................................................................................... 4 Contract ........................................................................................................................................... 11 Creating People records ..............................................................................................................40, 51 D delete ............................................................................................................................................... 37 Deleting Assets ................................................................................................................................ 27 Department ................................................................................................................. 5, 11, 38, 58, 59 Description ..................................................................................................................... 10, 18, 20, 44 Details .............................................................................................................................................. 59 Document Type ............................................................................................................................... 18 Documents .................................................................................................................................16, 50 E Editing Assets .................................................................................................................................. 27 Equipment tab ................................................................................................................................. 47 Event Log ....................................................................................................................................19, 50 Event Log Tab .................................................................................................................................. 19 Export Current List ........................................................................................................................... 54 External People ................................................................................................................................ 40 FMx Ltd Version 2012 Page 86 17/06/2011
F Field Chooser ................................................................................................................................... 22 Future Action .............................................................................................................................. 14, 15 Future Action Tab ............................................................................................................................ 14 G group & sort filter ............................................................................................................................. 22 Group and Sort ................................................................................................................................. 32 H Hide ...................................................................................................................................... 24, 34, 55 Hiding People................................................................................................................................... 55 I Include Hidden Assets ...................................................................................................................... 34 Include Hidden People ................................................................................................................ 53, 56 insert ................................................................................................................................................ 37 Internal People ................................................................................................................................. 40 Is default .......................................................................................................................................... 49 Is Default .......................................................................................................................................... 17 L Locality ............................................................................................................................................ 20 M Moving Assets .................................................................................................................................. 24 Moving People ................................................................................................................................. 58 MTBF ............................................................................................................................................... 11 N Note Types......................................................................................................................................... 5 Notes tab ......................................................................................................................................... 50 P People Hide Restrictions .................................................................................................................. 55 People Management .................................................................................................................. 38, 40 Personnel Grade Code ...................................................................................................................... 38 Practice Code ..................................................................................................................................... 5 Print Current View ............................................................................................................................ 54 Print with Work Order ...................................................................................................................... 17 Product Code ..................................................................................................................................... 5 Purchase Order Authoriser ............................................................................................................... 42 R Reference.............................................................................................................................. 41, 42, 44 Reference Data ..................................................................................................................... 41, 42, 45 FMx Ltd Version 2012 Page 87 17/06/2011
S Show in Hierarchy ............................................................................................................................ 24 Space type ....................................................................................................................................... 42 Sub Component ............................................................................................................................... 12 Sub Component Tab ........................................................................................................................ 12 T Tools ........................................................................................................................................... 12, 37 Tracking Assets ................................................................................................................................ 29 Tracking People ............................................................................................................................... 53 Trades People ....................................................................................................................... 40, 53, 57 Trades tab ........................................................................................................................................ 44 Type ................................................................................................................................ 18, 42, 45, 49 U Unhide ............................................................................................................................................. 56 W Warranty .......................................................................................................................................... 10
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Asset and People Management

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Asset and People Management

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CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

Asset Navigation Screen

CAFM Explorer Asset Register

Enter the Asset details. Click Save and Close.

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

Enter the details of the Future Action. Click OK.

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

Click Save and Close.

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

The Hierarchy tree will appear as shown.

FMx Ltd Version 2012

CAFM Explorer Asset Register

FMx Ltd Version 2012

CAFM Explorer Asset Register

Editing or Deleting Asset Records

FMx Ltd Version 2012

CAFM Explorer Asset Register

Click Yes to confirm otherwise select No to return to the Asset Register.

FMx Ltd Version 2012

CAFM Explorer Asset Register

Select the Calendar tab.