CMMS OptiMaint - User Guide

Computerized Maintenance Management System
User guide
This manual enables you to discover OptiMaint through

your own company.
You will study only part of the functionalities in order to

have a global sight of the software.
All the data which you provide can be kept after you have
chosen to use OptiMaint. Thus, you can start to work with
OptiMaint now!
OptiMaint can manage any type of equipment; means of

production, buildings, computer material, vehicles… This is
why the software is adapted to meet the needs of various
sectors of industry, tertiary sector, services, hospitals…
This user guide is based on version 6.1.4 of OptiMaint
Improve your maintenance

Caution: To use this manual you have to log with an administrator profile (SMITH)
And display all menus (Files | hide users menus: clear)
OptiMaint
CMMS – Maintenance management
OptiMaint is a genuine tool for your company which will allow you to optimize the management of your
maintenance but also human resources, material and budget.
These are the main functionalities available :
ASSET WORK PURCHASING STOCK BUDGET PROJECT

MANAGEMENT MANAGEMENT MANAGEMENT MANAGEMENT MANAGEMENT MANAGEMENT
Allows to Optimizes all Optimizes the Optimizes the Follow your Follow the
describe in works for the management of inventory operational budgets
detail the preventive, the purchases control by budget allocated to
equipment to curative, and with a complete avoiding stock investment
be maintained condition– cycle from the shortage plans
based price request to
maintenance the supplier
invoice
Benefits of a CMMS :
Improve your costs control

Optimize the maintenance budget
Optimize stock control and purchase control
Increase the availability of the equipment
Improve the maintenance department schedule
Keep track of the equipment history
Decrease the number, the frequency and the type of the breakdowns
Improve quality of service (to meet the needs and to increase the rate of satisfaction, iso)
Increase your efficiency
Reduce the numbers of urgent works
Decrease your time for work completion
A CMMS allows the decrease of the costs of your maintenance department and the increase of the
reliability of the equipment .
A CMMS must lead to productivity gains and to efficiency and thus to a better competitiveness.
OptiMaint User guide 2 / 62

TABLE OF CONTENTS
OVERVIEW ................................................................................................................................................ 4
Users and confidentiality......................................................................................................................... 5
menus ..................................................................................................................................................... 6
Languages .............................................................................................................................................. 7
Tool bar ................................................................................................................................................... 7
Validating User datas.............................................................................................................................. 7
DropDown lists ........................................................................................................................................ 8
Search..................................................................................................................................................... 9
Dates..................................................................................................................................................... 10
Reports.................................................................................................................................................. 10
NOMENCLATURE AND CODING........................................................................................................... 11
Nomenclature – Treeview ..................................................................................................................... 12
Coding................................................................................................................................................... 14
CREATE YOUR COMPANY .................................................................................................................... 17
Create your own company .................................................................................................................... 18
Create a branch .................................................................................................................................... 19
Create a cost centre.............................................................................................................................. 19
ASSET MANAGEMENT .......................................................................................................................... 20
Create an equipment ............................................................................................................................ 21
Create equipment schedule .................................................................................................................. 23
Personalize an equipment .................................................................................................................... 24
Search an equipment............................................................................................................................ 26
Create a component ............................................................................................................................. 28
Create a link between an equipment and a component ....................................................................... 28
Tree view exploration............................................................................................................................ 29
WORK MANAGEMENT ........................................................................................................................... 30
Define employees ................................................................................................................................. 34
Schedule employees............................................................................................................................. 35
Create a Work Request ........................................................................................................................ 36
Create a work order .............................................................................................................................. 37
Create preventive maintenance ............................................................................................................ 38
Generate preventive work orders ......................................................................................................... 40
Tasks and resources synthesis ............................................................................................................ 40
Allocation of the Work orders................................................................................................................ 41
Create an activity on work order ........................................................................................................... 43
Create a mono-activity work order........................................................................................................ 44
Create an activity without Work order................................................................................................... 44
STOCK MANAGEMENT.......................................................................................................................... 45
Create a stock room.............................................................................................................................. 47
Create a supplier................................................................................................................................... 47
Create an item ...................................................................................................................................... 48
Withdraw an item .................................................................................................................................. 49
PURCHASE MANAGEMENT .................................................................................................................. 50
Replenishment advice........................................................................................................................... 52
Validate replenishment advice .............................................................................................................. 52
Order search ......................................................................................................................................... 53
Create an order ..................................................................................................................................... 54
Take delivery of an item........................................................................................................................ 55
Record an invoice (after an order) ........................................................................................................ 55
Record an invoice without order ........................................................................................................... 56
BUDGET MANAGEMENT ....................................................................................................................... 57

Manage your budget ............................................................................................................................. 58
Define a budget per cost centre............................................................................................................ 58
PROJECT MANAGEMENT ..................................................................................................................... 59
Create an investment project................................................................................................................ 61

OVERVIEW

Users and confidentiality
User identification
While connecting to OptiMaint, each user must log with his ID (initial,
identification number)
1st launch; the software ask you to connect with the following:
• with the initials of the maintenance manager :

SMITH
• No password
• In a bogus company called : OptiCar
You can connect to :
- OptiMaint full version

- OptiCom module which enables communication between
the departments of your company via work request,
purchase request, schedule update…
You can secure the system thanks to a password (encoded in the

database)
The management of the passwords corresponds to FDA standard
(Food and Drug Administration - 21 CFR Part 11) which is imposed
in some branches of industry (agri-business industries,
pharmaceutical).
Access rights
In order to adapt OptiMaint to the needs of your company and the

users within your company, it is possible to define access rights
(read/write) for all the functionalities of OptiMaint. Thus, the person in
charge of maintenance will have access to all the functionalities
whereas another employee can be limited to a few functionalities.
The confidentiality is managed by user profiles (examples of profiles:
maintenance workers, purchaser, storekeeper…). Each profile has
read/write rights linked to his work. (See menu: File | Security |
Profile and Confidentiality).The number of profiles is unlimited.
To see different types of profiles, while launching OptiMaint, log in

the company called OptiCar under these various names of users
(without any password):
- SMITH (maintenance manager)
- BLANDIN (maintenance worker)
- KALFON (outside labour)
- MAHE (working at the purchase dept)
- MORO (the storekeeper)
SMITH (maintenance manager) has full rights

(read/write) and can go trough all the menus
and functionalities.
KALFON is someone from another company and

has only rights to a few functionalities linked to
works.
You can also define read/write confidentiality by user for each cost
centre and stock room.

menus
To understand the main menus on the toolbar, you can divide them
as follows:
1st part: | File|

Parameter, security and confidentiality of OptiMaint.
2d part: | data Bases | Preventive|

Gives access to the definitions of data
3rd part: | Works | purchases | Stocks |

Any movement you may do
th
4 part: | Batch |
Gives access to all the batch jobs
th
5 part: | edit|
Edit or print documents, dash boards…
6th part: | Window | ? |

Gives access to windows already open and to the help menu
According to the access rights given to each profile, some users

have some menus at their disposal and some not.
How to simplify menus on toolbar:
For a daily use, users always use the same kind of functionalities.
This is why you can hide the functionalities barely used and can
display them easily again at any time.
Full menus Restricted menus
To display full menus, open “File” menu Clear the ‘hide users
menus’ checkbox. To hide menus you have to select it.
To define the menus to hide, open Menu: Files | Preferences –

thumb-index: Menus.
Personalization can be defined according to user profile.
Caution:
To follow this guide, it is necessary to work under the name of a user
with an administrator profile (SMITH) and with the full menus display
to get access to all OptiMaint functionalities.

Languages
A language code enables to choose the language used by the user.

Language is not linked to the installed version on your computer.
(Thus, on the same computer, Paul will use the French version
whereas John will use the English version)
Tool bar
Each icon on the toolbar is a short link giving access to a window

often used.
You only have to click the icon to open the window you wish.
Right-click, you directly reach the function of research
To personalize the tool bar, open menu: File | preferences (thumb-

index: tool bar)
Validating User datas
Each time you record information while clicking on the validation

key of a window (green checkmark), data disappear from screen.
Thus, OptiMaint indicates to you that it took well your data into
account.
You can recall your data to screen by clicking on the recall

button or with the F5 key
Right click on this recall button and you get the list of the 20
last views. Thus, you don’t have to go through the search
screen when you look for the same kind of information.
Moreover, the bar at the bottom of the screen (status bar) displays
information about the last recorded actions.
The above status bar indicates that work order n° 231 has been correctly created
Coloured fields are mandatory fields: they must be filled in by the

user (you can personalize colours). White fields are not mandatory
but could be in some cases. OptiMaint has determined a set of
obligatory fields but it should be noted that OptiMaint enables you to
set up other mandatory fields.

DropDown lists
You can reach 2 types of search functions from Input fields in

dropDown list
Seek precise code
Type the code in the field. Click « Enter » or « Tab »: you reach the
item you look for.
Try yourself: on the equipment window, type « CH-01 ». Click

« Enter ». You get all the information about the equipment CH-01
Type the code then

click Enter or Tab
Partial or global search
Try yourself:
On the Equipment window, open the dropdown list by:
- Clicking the down-arrow key
- Or by pressing the down arrow key on your keyboard
If you want to do :
- A global search:
Press Enter. The full list appears (OptiMaint enables to
set up limited-number of view to be displayed to avoid
huge lists)
- Partial search:
Type a few letters of what you look for and use the
wildcard characters.
The wildcard character to use depends on the type of data base :
- Access data base: * (multiply sign)
- Any other data base: % (percentage sign)
Try yourself:
On the equipment window,
open the dropdown list, (on
the first input field) and type:
« 2R* » and type “enter”.
This displays the list of all
the equipments having a
code starting with "2R"
To select the element you wish:

- click on this element
- Or highlight it and type enter (To highlight lines use up/down arrow
keys)

Sort columns
To sort columns, click on column headline
Search
You have search functions existing for ALL the elements created
(equipment, items, suppliers, WO…). All searches are multi criteria.
You have at your disposal 2 types of search:
- Standard search
- Advanced search
You switch from a type of search to the other by simply clicking on

the “search” button.
ALL fields on screen can be used as a search criterion and can be

combined with others!
Standard search : Advanced search :
To do a search:
1) Type one criterion or many search criteria (to get a filter)

2) Validate (Type Enter)
To do a search, you can use a wildcard character
- Access data base: * (multiply sign)

- Other data base: % (percentage)
This wildcard replaces a variable length of character or sign.
Please note: To make your search easier, OptiMaint manages fonts

(Caps and minuscule letters).
Please note:
Search window can also be used to make analysis!
E.g: If you wish to know all the works that have been proceeded on a
precise equipment over a given period, one of the means is to use
the function of research on W.O activities or without W.O

Dates
OptiMaint’s DATE fields automatically update to the current date.
On a Work Order, on the field "Wished date", if you press the “Tab”
key, OptiMaint will automatically put the current date. If you only
inform the day, OptiMaint will complete with the month and the
current year.
The input can be completed as: ddmmyy or dd/mm/yy or ddmmyy or

dd/mm/yy or dd/mm or ddmm or dd.
These enhancements enable you to save time on data entry.
Reports
All reports of OptiMaint have been created with the report creation
tool : Crystal Reports ®.
- If you already have Crystal Reports®, you will be able to modify

some reports (please call our technical support hotline to get more
information).
- If you have another report creation tool compliant with relational

Database, you can create your own reports and insert them into
OptiMaint (if you need technical advice, please contact our technical
support hotline).
You can export all your reports to a spreadsheet or a word

processing in all simplicity. Once on Report Print Preview, click on
the icon “export” and choose the desired format.
You can either:

- export your report to a text file
- fax your report
- modify your report into HTML and export to your intranet.
- send your report by email

NOMENCLATURE AND CODING
Two concepts very important

to understand how OptiMaint work.

Nomenclature – Treeview
It is essential to understand the nomenclature of OptiMaint.
ENTITIES : GATHERING :
- Company
|- Branch Sector
|- Cost centre Analytic centre
|- Equipment Family Sub family Group

|- Component Family Sub family Group
|- Item Family Sub family Group
Please note that the terminology can be personalized with your

own words.
E.g: You can replace the word “cost centre” by “workshop" (see: File
| Personalization | Terminology). All screens and reports will appear
with your own words.
Please Note:
There are 4 mandatory levels, it is possible to extend the treeview up
to 17 levels. Thus, OptiMaint can meet the needs of small or big
companies. Transversal analysis is much simpler thanks to this
possibility of gathering items, component equipment family of same
type.
Company
With only one OptiMaint licence you can manage an unlimited
number of companies. Data of one company is completely
independent of the data of another company.
One or several Branches can be gathered in one Company.
Branch-Sector
The branch level enables to divide a company into several entities.
For instance, each entity could represent a type of activity of the
company or a geographical location of the company.
Branches can be gathered into sectors.
Only one branch is usually created in small or medium companies.
One or several cost centres can be gathered in one Branch.
Cost centres – Analytic centres

The cost centre enables cost analysis. Any charge of a cost (labour,
item, supplier) can be made directly on this level. The cost centre can
be either a location, a department of the company, a workshop…
Cost centres can be gathered into an analytic centre.
One or several equipments can be gathered in a cost centre...
Equipment – Family – Sub- family – Group

On this level, you inform all your equipments. Equipments must be
linked to a cost centre. Equipments can be linked to a Group.
(The word “group” represents for instance the production line).
Equipments can be gathered by family, subfamily and/or group.
It is possible to detail equipment into components and items.
Component – Family – Sub-family – Group

The component is a functional subset of equipment.
E.g: A car engine can be considered as a component.
Components are gathered by family, sub-family or/and by group.
Item – Family – Sub-family – Group

It is the lowest level of the nomenclature which enables to inform all
the items linked to the equipments and/or components.
Items are gathered by family, sub-family or/and by group.

This analytical nomenclature is easily comprehensible through the

graphic tree structure.
According to your
personalization you can
see whole or part of the
various levels of the
tree structure.
The personalization of the tree structure makes it possible to give to

the user only information which is relevant for him.
Thus, the tree structure of a person in charge of maintenance can be

exhaustive and show all the levels of analysis, whereas the tree
structure of a technician will be limited to cost centres and
equipments linked to these cost centres.
A colour code (not mandatory) enables to indicate the equipment

status:
Available
In service
Degraded mode
Stopped/Disrupted
Deleted/ Cancelled
In addition to the analytical tree structure, OptiMaint allows to define

a geographical tree structure (optional functionality).
That makes it possible to describe the company in a geographical

way with an unlimited number of levels. Thus, you can see the
company with a geographical point of view:
You can put your equipments

at any level of the
geographical tree structure.
You can create an unlimited number of personalized tree structures.

Coding
Entering data is a key part of CMMS implementation.

The ideal code must fulfil the following properties:
- Simple to be easy to memorize

- Scalable so that it adapts to possible modifications
Compatibility with other software
To facilitate the exchange of information with other software

(accountancy, purchase, ERP, etc) it is strongly recommended to
respect the codes already established in these solutions.
immutable codification
For reasons of traceability, a code is immutable. Therefore, codes
must be clear and adapted from the outset.
Code length
According to the type of information to be codified, it is better to
define once for all the length of coding. For example, it is better to
codify the company on 2 characters. (The possibility of managing
more than 99 companies in OptiMaint is very weak), whereas the
articles must be codified at least on 5 or 6 characters (that gives a
sufficient margin to manage a very significant number of articles).
You should not neglect this stage of coding because it plays a key
role in the success of the CMMS implementation.
It is necessary to define all the rules of coding to be respected.
When you define families and sub-families, it is necessary to think of

what you shall wish afterward (-as gathering entities-) for your reports
and analyses.
All coding can be made in alphabetic, numerical or alphanumeric.
All codes can go up to a maximum of 20 characters except for

country codes and currency codes which have been standardized at
the international level.
Here's an example of code:
CODING of the NOMENCLATURE : 1st LEVEL
COMPANY
E.g: 2 characters "01" and indicate the full name of the company.
Things not-to-do: use the company’s initials or abbreviation (the

name of the company can change).
BRANCH
E.g: 2 characters "01" and indicate the full name of the branch.
Things not-to-do: use the branch’s initials or abbreviation (the name

of the branch can change).
COST CENTRE
E.g: 2 characters "01" and indicate the full name of the cost centre.
Things not-to-do: use the branch’s initials or abbreviation (the name

of the cost centre can change).

CODING of the NOMENCLATURE :2d LEVEL
EQUIPMENT FAMILY
E.g : 5 characters "CHELE" and designation "Chariot Elévateur
Electrique"
EQUIPMENT SUB-FAMLILY
E.g : 5 characters "ASSIS" and designation "Chariot Elévateur
Electrique Assis"
EQUIPMENT
E.g : 6 characters "251670" and designation "Chariot Elévateur"
(and with a rule such as : all codes starting with « -- « will represent
des chariots)
Things not to do / caution : Intégrer dans la codification un élément
qui n’est pas intrinsèque à l’équipement, exemple, y intégrer une
notion géographique ou d’appartenance à une division.
COMPONENT FAMILY
E.g : 5 characters "MOTOR" and designation "Motorisation".
COMPONENT SUB-FAMLILY
E.g : 5 characters "TRANS" and designation "Transmission".
COMPONENT
E.g : 6 characters "322610" and designation "embrayage".
ITEM FAMILY
E.g : 5 characters "LUBRI" and designation "Lubrifiant".
ITEM SUB-FAMILY
E.g : 5 characters "HUILM" and designation "Huile moteur".
ITEM
E.g : 6 characters "775666" and designation "Huile 15W40 - Bidon
de 3 litres"
Things not-to-do: use the code used by the supplier (your supplier
can change the designation and codes of his supplies at any time).
OTHER IMPORTANT CODINGS
SUPPLIER FAMILY
E.g : 3 characters "EXP″ and designation "A l’export".
SUPPLIER
E.g : 4 characters ” 0521 “ and designation (the full name of the
supplier)
Things not-to-do: use the name of the supplier. (It can change at
any time)
PROJECT FAMILY
E.g : 2 characters "AL" and designation "Aménagement de
Locaux".
PROJECT
E.g : 7 characters "2000-01" and designation "Aménagement
Bureaux Adm."
The first letters standing for the year, other letters standing for the
project reference number.

EXPENSE TYPE
E.g : 2 characters "CO" and designation "Controls",
Other exemples : "RP" "Repair", "MO" "Modification" ...
EXAMPLES OF
MAINTENANCE EXPENSE TYPE
TYPES … …
CONTROLS
n PREVENTIVE
MAINTENANCE CHECK UP
CORRECTIVE
MEASURES
REPAIR/ FIXING
o CURATIVE
MAINTENANCE
MODIFICATION
HYGIENA /
HEALTH
p MISCELLEANEOUS
MOVINGS
The Expense Type enables the breakdown of maintenance

expenditures:
labour, items, subcontractors. Any expenses must be charged to
an expense type.
The definition of Expense types is thus extremely important to allow

a good analysis of your maintenance expenditures.
You have the possibility of creating as many Expense types as

necessary. That guarantees a perfect adaptation of the software to
your needs in term of reports and analyses.
Each Expense Type Each belongs to one of these categories:

preventive (1), curative (2) or miscellaneous (3)
Expense types (Exp.Types) can be gathered by family.

CREATE YOUR COMPANY
The following steps show you how to…
Create your own company

Create a branch
Create a cost centre

Create your own company
When you install the software, a bogus company called OptiCar (its
code is ZZ) is automatically created. This bogus company allows to
do all the tests you wish before and after the final choice of the
software. Thus, all our customers can test through to OptiCar the
new functionalities of the new versions without “polluting” their own
company.
1 - Open Menu: File | New Company
CAUTION: If menu “New Company” does not appear in the

dropdown list: you work with restricted menus!
To display full menus: clear the option “hide user menu” in menu
FILE.
2 - Inform the following fields:
- The first input field is your Company’s code, use a maximum of 2

characters (AA, 01 or A1 etc …)
Caution: Please avoid using the initials of your company. The name
of your company can change.
- The second input field is the denomination of your company.
3 – Inform the Currency:
(exemple : Code : EUR - Designation: Euro)
It should be noted that it is possible to inform a secondary currency

to print, for instance, all the reports in another currency that the main
currency (see menu: Personalization | Company – thumb-index:
“Currencies”).
4 – From field « Copy data from the Company » Select Opticar (use
the down arrow key)
Thus, you can recopy whole or part of the parameters Opticar (this
avoids informing standard data of type: VAT code, country code, the
terms of payment …). That also makes it possible to create, if
needed, a model company.
5 – Click on Validate (green check mark)
Congratulation, your company has been created!
With only one OptiMaint licence you can create up to 99 companies!
Please Note:
Coloured fields are mandatory fields (you can customize colours).

White fields are usually not mandatory.
With a few exceptions, all codes can be realized into alphabetical,
numerical or alphanumeric.
Each time you record information while clicking on the validation key
of a window (green checkmark), data disappear from screen. Thus,
OptiMaint indicates to you that it took well your data into account.
Moreover, the bar at the bottom of the screen (status bar) displays
information about the last recorded actions.
The above status bar indicates that work order n° 231 has been correctly
created.
Only use ZZ (OptiCar) for your tests.

Create a branch
The branch level enables to divide a company into several entities.

For instance, each entity could represent a type of activity of the
company or a geographical location of the company.
Only one division is usually created in small or medium companies.
1 - Menu Bases |Branch | Branch
2 – Inform the following fields:

- Branch (its code)
- Designation (its full name)
3 – Validate
The branch has been created!
Branches can be gathered into sectors.

Go to menu: Bases | Branch | Sector I if you work with cleared menu
: Files | Hide user menu. The Sector level enables financial and
technical analyses on branch(es) gathering .
4 – Close the window, by:

- Clicking on the cross to close the window
- Clicking on the right-hand side cross mark:
- Press on the “Esc” control key (keyboard)
Please note:
Each time you record information while clicking on the validation
key of a window (green checkmark), data disappear from
screen. Thus, OptiMaint indicates to you that it took well your
data into account.
You can recall to the screen your data by clicking on the
recall button or with the F5 key
Create a cost centre
The cost centre enables an analytical approach of expenditure. Any

charge of a cost (labour, item, supplier …) can be made directly on
this nomenclature level. The cost centre can be a location, a
department, a workshop ….
1 - Menu Bases | Cost centre | Cost centre

- C.C. (It stands for cost centre) indicate its code
- Designation. Indicate its full name
3 – Link this cost centre to the Branch you previously created.
4 - Validate
The cost centre has been created!
You can gather cost centre into analytic centre. This level appears on
menu : Bases | Cost centre | Analytic centre. If you work with
“cleared” menu: File| hide user menu. The analytic centre level
enables technical and financial analyses on cost centres gathering.
5 – Click on the cancel mark to close the Cost Centre window
It should be noted that OptiMaint terminology is

customizable. For instance, you can replace the word “cost centre”
by “workshop” (see menu File | Personalization | Terminology). All
screens and reports will be personalized with your own words.

ASSET MANAGEMENT
The following steps show you how to…
Create equipments
Create an equipment schedule
Personalize equipments
Search for equipments
Create components
Create a link equipment/component
Explore the tree structure

Create an equipment
1 – On the toolbar, click on the icon labeled “Equipment”
2 – Inform mandatory fields:

- Equipment (enter an alphanumerical code)
- Designation (full name)
3 – Select a cost centre by clicking on the down-arrow key to open

the dropdown list
The last mandatory field is the family. In your new company, there
are not yet families. To create a family:
4 – Click on the dropdown list labeled “family”:
The dropdown list appears empty as no family has been created yet.
5 – Click on button “add new”:

- Family (its code)
7 – Validate and close the window “Equipment family”
The family has been created.
On window “Equipment”:
8 – Click again on the family dropdown list:
The dropdown list opens and shows the equipment family you have
just created.
9 – Select the family by clicking on the line.
10 – Validate the equipment window.
Congratulation, you have created the equipment!
When you validate, OptiMaint checks if all the needed information

has been filled in.
Tricks:
Use the following keys:

- TAB to jump from field to field
- Down arrow control key to open dropdown lists
- ENTER to confirm your choice.
- ESC to erase data or to close the window if no information
has been filled in
- F5 to recall the last information you have filled in or to recall
the last screen you opened.

The equipment window is full of information. You can add more

information when needed on the other thumb-index of this window.
Please note that you can personalize almost all windows of
OptiMaint. (For instance to hide unnecessary field, make some field
mandatory, and obviously create your own fields (E.g: personalize a
field … further in this user guide)
The concept of family is extremely important in the software, it

allows:
- To gather information for technical and financial analyses on one
hand.
- To make personalization for each family on the other hand.
(E.g : personalize a field … further in this user guide)
Color code for equipment status:
click: or F5
Information about the equipment appears on screen.

A colour code for the equipment status (not mandatory) enables to
indicate if it is :
Available
In service
Degraded
Stopped /disrupted
If the equipment is not attached to a schedule, OptiMaint considers

that it is used 24/24 and 7 days a week. This is why your equipment
has a green light, the equipment is thus considered as operating.
According to the parameter set up (see menu: File |Personalization |
Company (thumb-index Options). You can display or hide the colour
code of equipments at your ease.
To attach a picture on the equipment window :
1 – Double click on the empty square on the right hand side of

informed field.
2 – Click on icon:
(browse)
3 – Select OptiMaint files as follows:

(C: \ Program Files \ Apisoft \ OptiMaint \ Images \)
4 – Select for instance : Chariot.jpg
5 – Validate
The window “image of the equipment “can be enlarged.
6 - Validate
7 – Validate and close the equipment window.

Create equipment schedule
Equipment schedule is not mandatory.
1st step: create a time slot
You can create a time slot either from menu Bases | Equipments |
time slot, or from the equipment window. It seems more simple to
jump from window to window compared than using toolbar menus.
Please note: if you use the tool bar and the menu time slot does not
appear, you may have the restricted menus display. To show full
menus, clear option « hide user menu » (Menu: File| “hide user
menu”).
From the equipment window:
1 – Click on the time dropdown list
2 – On “Time slot window” click on “Add new”
The time slot of an Equipment enables to indicate the days and hours
when equipment is in service.

- Time slot (its code)
- Designation
4 – Inform Monday’s time schedule (hh:mm)
5 – Use “Copy”: to copy Monday’s schedule.
6 – Use “Paste”: to paste this time slot on the other days of

the week.
7 – Validate your information and close the “Time slot” window.
8 – On Equipment window: click on the Time slot dropdown list and

select the Time slot you need by clicking on the line.
9 – Validate the equipment window.
16 – Click on the recall button: or press F5
2d step: Display the equipment schedule
From the equipment window:
1 – Click on ”W.O/ schedule” thumb-index
A ten-day schedule is displayed on screen.
2 – Click on
“Schedule of the equipment” opens and makes it possible to have
one different period or to have the planning of several equipments at
the same time.

3rd Step: Enter exception hours
It is obviously possible to enter exceptions on this planning.

From the window “schedule of the equipment”
1 - Select one or several days (with your mouse: left-click, hold and
highlight)
2 – Click on icon "entry of exceptions"
3 – Select a cause (reason)

(You can create as many causes as needed)
4 - Validate
Please Note:
You will find this planning at the time of allocation of work orders to
employees. OptiMaint will indicate to you then, the availability of the
equipment.
At the time of closure of a curative work order, the time slot of the
equipment will be used to calculate the total time of unavailability of
this equipment (time between the hour of work order issue and the
hour of closure, and by taking into account only the time slots during
which the equipment was supposed to be in service).
Personalize an equipment
In order to adapt OptiMaint to the characteristics of each company, it

is possible to personalize many screens such as the equipment
screen.
You can:
- Create your own fields
- Hide unnecessary fields
- make compulsory important fields
Personalization is done at the family level. It is thus possible to have

personalization different for each equipment family! That enables you
to have a personalization according to type of equipment you
manage. For example, you can have your own fields dedicated to the
“lifting trucks” to describe their features or others useful information.
These fields won’t appear on screen for instance for a scooter or a
computer….
1 – Open the “Equipment” window.
2 – Select the equipment you wish to personalize
3 – Click on the empty thumb-index

(On bogus company OptiCar, this is the thumb index called:
“Personnalisation”
4 - Click on
The window “Equipment family” opens and you are on thumb-index

“personalized field”.

Create a new field
Thanks to this window, you can link a new field to your equipment
family.
To start, you have to create a new field :
5 – Click on: (Personalized field)
“Personalized field” window opens.
6 – Inform mandatory fields:

- Field (its code)
- Designation
7 – Define the type of data (for instance: alphanumerical)
The following types of data are possible:

Alphanumerical, numerical, monetary, date, but also… image,
yes/not, link with another solution, drop-down
8 – Validate and close window “Personalized fields”
On window “Equipment family”
9 – Refresh data on screen by clicking on the recall button:
On thumb-index “personalized field”, the new field is listed and ready

to be integrated in the personalization.
10 – Link the new personalized field with the family type on the
column called “Choice”
To make this field mandatory, you have to click on the column

“Obligatory Entry”
Optional: when there are a significant number of personalized fields,

it is better to classify fields by topic. Thus, users can only display
fields corresponding to a topic of the type “features” for example.
You can personalize the name of the thumb-index by modifying the

“title thumb-index”.
To hide a field or make it mandatory
From window “Equipment family”:
11 – Click on thumb-index « field settings »
You have the list of all the fields of the equipment window for which
you can modify:
- Display: invisible (with checkmark) or not

- Entry/input: obligatory entry (with checkmark) or not
12 – Click on column « Obligatory Entry » for the “sub-family” field
13 - Click on column « Invisible » for the « Group » field
14 – Validate and close « equipment family » window
The personalization is now completed!
To see how the personalization looks, on window “Equipment”:
15 – Click the recall button :

Please Note
This type of personalization is available for items, suppliers,
employees, component, budgets, projects… That makes it possible
to easily adapt OptiMaint to your activity and thus to your
specificities. No computer skill is required!
Please note that it is possible to make search and analyses on the

personalized fields.
Search an equipment
It is necessary to switch to “search” functionalities. There are 2 ways

for displaying on search window
Either from Tool bar:
1 - Right click on the icon “Equipment”
or from the “Equipment” window:
1 -Left click on the button “Search”
The last type of search used is displayed: either standard search, or

advanced search.
On the window “Search for equipment”:
Advanced search
2 – Click on validate (green checkmark) without entering data

All indicated field represent as many criteria for your search!
Preview :
3 – Click on print and then on the

green checkmark to get preview.
4 – Close preview
3 – Double click on the line of the equipment you look for to display
equipment screen

OptiMaint is maybe the only CMMS solution to have a multi screen

display. This enables, to put a window aside and for instance,
compare the equipment window and your search window at the same
time. Double to click to jump from equipment to equipment.
Multi screen is a real advantage. You can display any type of screen
at the same time. It enables to consult at the same time various type
of windows. You can consult an equipment screen while consulting
an order for example. Only OptiMaint offers such a flexibility of use!
Please note:
The field you filled on any type of search window represent as many
search criteria (criteria can be combined).
When you start a search, it is possible to use the wildcard character

as follows:
The wildcard character to use depends on the type of database:
- Access data base: * multiply sign)
- Any other data base: % (percentage sign)
This character replaces unspecified characters.

Create a component
A component is a functional subset of equipment. (The engine of a

lifting truck can be a component).
1 – Go into menu Bases | Component | component
2 –Inform mandatory fields (Coloured fields):

- Component (its code)
Components are classified by family:
3 – Create a family:
- From the “component” window, Click on dropdown list “family”
- Click on add new :

- Inform the following fields: Family (its code) and Designation
- Validate (Press ENTER)
- Close the component family window (ESC control key)
3 – On “component“ window, click again on the family dropdown list
4 – Select the family you have just created.
5 – Validate (either with the green check mark or ENTER)
The component is now created!
Create a link between an equipment and a component
A component is a functional subset of equipment. Therefore, you can

link a component to one or several equipment.
There are 2 ways of managing components:
- Standard component which will represent a functional part of one

or several equipments. This component could thus be related to
several equipments simultaneously (example: engine, electrical
equipment box, etc…).
-Identified component, i.e. recognizable among other component of

same type (with for instance a serial number).This component will be
linked to only one equipment at a time (active link of the component).
You will have the possibility of transferring the component from
equipment to equipment, and thereafter, you will be able to consult
the history of movements of this component.

To manage a standard component (which represents the majority of

components):
1 - On component window you have just created, go and open

thumb-index “Equipments/items”, click on the button “add” close to
the list of Equipments
On the window links Components / Equipments:

You can reduce the list of the equipment by selecting filters (Family,
Sub-family, Group…).
3 - Validate
4 -Click on the cells of the left-hand column “Choice” to select the

equipment with which you wish to establish a link component
/equipment
5 - Validate
Your link(s) equipment/component has (have) been created!
6 -Type on “ESC” control key to close the window “links

Components/Equipments”
7 – Click on the recall button of the “Component window” to bring up

to date data and display in the thumb-index Equipment/items the
created link.
Note:
These links also appear on the equipment sheet on thumb-index the
mitre Components/Items
Tree view exploration
For an easy catch and to see at a single glance the analytical and
geographical organization of the company, OptiMaint has a complete
graphic tree structure.
Click on the icon “Explorer” to open the tree

structure
The last type of tree view you opened appears on

screen. A field enables you to switch to another
type of treeview.
According to personalization, you can see whole or part of the

various levels of the treeview. The personalization of the treeview
enables to give to the user only information which is relevant for him.
Thus, the treeview displayed for the maintenance manager can be

exhaustive and show all the levels of analysis, whereas the tree view
displayed for a technician can be limited to cost centres and
equipments he needs to see. You can as many personalized tree
views as needed.
- Analytical - it is the treeview of the company with an analytical

approach which respects the nomenclature.
- Geographical - it is the tree structure of the company with a

geographical approach. It is personalizable with an unlimited number
of levels.
Please note: You can work from the treeview by clicking with the
right button of the mouse on each level.

WORK MANAGEMENT
The following steps show you how to...
Define an employee
Enter exceptions
Create a work request
Create a Work Order (W.O)
Create a Range
Create a preventive maintenance
Generate the preventive W.O
Tasks /Resources Synthesis
Allocation of the Work orders
Create an activity sheet on W.O
Create a mono activity W.O
Create an activity sheet without W.O.

FUNCTIONAL DIAGRAMS
Please note:
- The following steps are optional.
- Depending on the organization, it is possible to add steps or not
(e.g: phase of validation of W.O by signature)
- Only use you the functionalities which correspond to your needs.
- OptiMaint can exchange data with a supervision, monitoring
software…
_______________________________________________________
1-Curative maintenance starting from a work order…
n
WORK REQUEST
p q
RANGE
o

WORK ORDER
WORK LOAD
SCHEDULE
ITEMS
r ACTIVITY
SHEET(S)
WITHDRAWALS
INVOICE(S)
Curative maintenance can be done starting from a W.O.
Following to a Work request or not (1), a work order (2) is generated.
The work order can include a range (3) which will describe in details
the work to be done.
The task schedule enables to have a simple synthesis of the tasks

vs. resources for then judiciously assigning the work orders to
employees
Following the work, one or several activity sheet (5) will be filled in
and possibly items output and/or invoices will be created.
_______________________________________________________
2. Curative maintenance without work order n

WORK
REQUEST
Curative maintenance can also be done

without W.O (small works).
Following to a Work request or not (1)

And after the work is completed,
employees record their activity sheet (2).
o Activity
sheet(s)
This is the shortest process.

3. Work requests
WORK REQUEST
n

o ACKNOWLEDGMENT
p q
ACCEPTED REJECTED

r
WORK
s ACTIVITY
ORDER
SHEET(S)
Work requests (1) can be made from any PC equipped or not with
OptiMaint (Internet/Intranet or not).
Work management is at the same time flexible, simple and powerful!

This step is optional.
The step of “Work request acknowledgement” (2) enables to accept

(3) or to refuse (4) the work request. Once accepted, the request can
be converted into Work Order (5).
With an aim of simplicity, activity sheets (6) can be informed without

creating a work order.
_______________________________________________________
4. Preventive maintenance
o
n
METERS CALENDARS
Meter reading
OPTIMAINT
TRANSACTION
MONITOR
p
s
r
TASK LOAD
q
RANGE

WORK ORDER
SCHEDULE
ACTIVITY ITEM(S)
t SHEET(S) WITHDRAWAL(S) INVOICE(S)

Preventive maintenance is related to meters (1) and/or calendar (2)

(the combination of the two criteria is possible).
OptiMaint’s transaction monitor (3) automatically generates the work

order (4) x days before the scheduled date of work (x represents the
number of days you can define yourself).
The task schedule (6) enables to have a simple synthesis of the

tasks vs. resources for then judiciously assigning the work orders to
employees.
5. Condition-based maintenance
n
METERS
READING
o
WORK
REQUEST
q r
RANGE

WORK ORDER
TASK LOAD
SCHEDULE
ACTIVITY ITEMS
s SHEET(S) WITHDRAWALS INVOICE(S)
Condition-based maintenance is related to meters (automated or not)

(linked with a software of supervision).
According to meters and the defined conditions, OptiMaint can

automatically create:
- a Work request (2)

- or directly a work order (3)
The task schedule (5) enables to have a simple synthesis of the

tasks vs. resources for then judiciously assigning the work orders to
employees

Define employees
The word “Employee” must be understood in the sense of a worker.

Thus, an employee can limit himself to create work request without
working for the maintenance department.
1 – Open menu: Bases |Employees |Employee
2 – Record an employee by informing the following fields:

- Employee (its code)
- Name
- Firstname
3 – Define the role of the employee
Roles enable to reduce the number of employee displayed in a

dropdown list according to the type of work to be done (not to be
mistaken with security management which enables to define access
rights according to the type of user).
You can define roles for the following subjects:

work, stock and purchases.
4 - Tick all the boxes so that the employee will be listed in all the
drop-down lists of the various screens of OptiMaint no matter the
type of work or action to be done (work, stock, purchase)
5 – Double click on the empty square at the right hand side
6 – Click on:
(Enables to search where the picture is)
7 – Go into:
(C: \ Program Files \ Apisoft \ OptiMaint \ Images \)
8 – Select the picture: Employee.jpg
9 - Validate
10 – Validate the employee picture.
11 – Click on thumb-index « complements »
12 – Select button "Print W.O on printer”
13 – Select a printer
At least one printer must be set up to print Work orders. A Printer
must be informed if the employee can be a recipient for a work order.
14 – Click on thumb-index “Qualifications”
15 – Define one or several qualification(s) (ie: skills)

16 – Click on thumb-index “working hours”
17 – Inform Monday‘s working hours (hh:mm)
18 – Use copy: to copy Monday’s schedule
19 – Use paste: to paste working hours on the other days of

the week .
20 – Inform: Wage rate per hour
21 - Validate
The employee is now created!
17 – Create at least 3 employees

(Several employees will offer the possibility of seeing interesting
examples of allocation of work orders).
The empty thumb-index allows to define personalized field (follow the

same steps as the personalization of equipments –see above)
Schedule employees
You are not compelled to manage the schedule of the employee.
Enter exception makes it possible to indicate the variations of

schedules as well as the absences, for one or several employee,
1 - Open menu: Bases |Employees | Schedule
On window “Schedule of the employees”:
2 – Click on field « To » (If you do not enter the end of the period you
wish to define, OptiMaint displays 7 days from today’s date)
3 – Click on validate (green check mark)
The planning of all the employees appears on screen. It is obviously

possible to select only employee from the “employee” dropdown list.
4 – To add exceptions:
- First, select the dates by using a click and drag (this can be done in
horizontal and/or vertical direction).
- Then, click on to select a cause (reason) in the dropdown

list, and if needed, enter new schedule.
5 - Validate
You schedule has now been updated!
These exceptions will now appear on the allocation of the work

orders schedule.

Create a Work Request
You are not compelled to use work requests.
1st step: create a work request
1 – On toolbar, click on work request icon.
2 –To create a work request, please inform the following fields:

- Sender
- Recipient
- wished date (the date when you want the work to be started or to
be completed)
- The equipment (on which the work will be done)
- Observation
3 - Validate
It is possible to install the work request module on any PC of your

company, without having to install the full OptiMaint software.
2d step: Work request acknowledgement
1 - Open menu: Works | W.R acknowledgement
2- Validate to get all work requests awaiting for acknowledgment or

select the recipient to open his list of work request to be
acknowledged.
3 – Double click on the work request you wish to acknowledge
Information of work request is displayed.
4 – On thumb-index “Reply”: reply to the work request.
5 – Validate
The work request has been acknowledged while validating your

reply.
6 – Open the work request window
7 – Click on the recall button
The work request status is now acknowledged (accepted, refused …)
On thumb-index “Detail of status” OptiMaint indicates the date and

the hour of acknowledgment.
3rd step: Conversion into work order
1 – Open menu Works | Conversion W.R into W.O
2 – Validate
3 – Tick the line on the left-hand column “Choice” to select the W.O
4 – Validate
OptiMaint displays a message: "equipment status does not exist"
5 – To create the work order from the work request, inform the
following fields:

- Equipment status
- Expense type
6 - Validate
OptiMaint has created a work order.
7 – Go on “work request” window and Click on the recall button
Work request status is now “converted W.O”.
On thumb-index “Detail of status” OptiMaint indicates the date and

the hour of conversion.
Acknowledged work requests can be done right away. In this case,

the activities will be entered with activities without W.O.
If work request need to have a related work order, the stage of

acknowledgment is not mandatory because conversion into W.O
carries out the same tasks.
Create a work order
1 – On toolbar, click on work order icon (W.O)

The first field, which is the number of the W.O, will be affected
automatically by OptiMaint during the validation.
2 – Inform :
- Equipment
- Equipment status
- Sender
- Recipient
- Priority (add new priority types if needed with )

- Expense type
- Observations
3 – Click on complements
Wished start date, is the start date you wish the work starts.
If you do not enter a date in the field, OptiMaint will insert
automatically the current date.
- Scheduled cost (estimated for this work)

-Time of labour scheduled (estimated Time spent on the
equipment)
5 - Validate
The work order is now created and is automatically printed on the
printer you set up for the recipient (employee linked to this work).
6 – Create a few other work orders (create a least: 1 W.O with a

wished date 1 day before current date)
(If you create several work orders, you will be able to see a real and
complete example of task schedule and allocation of work orders)
7 – Open window “work order”, click on the search button
8 - Validate
Created work orders are displayed on screen with status “Created” or

“in process”

On search screen, any field can be a criterion for your search and
can be combined.
Expense type is a very important concept!
The Expense type enables to distribute maintenance costs: labour,

items, external work.
The definition of these Expense type codes is thus extremely

important to allow you a good analysis of your expenditure of
maintenance. You have the possibility of creating as many Expense
type as necessary.
Examples of Expense type: Repair, Improvement, Revision, Control,
Modification, Disassembling machine, local Cleaning, safety…
PLEASE NOTE: You can personalize any window of the work

request, work order, activity to meet your needs and the type of work
you may do.
Create preventive maintenance
Before defining a preventive maintenance, it is necessary to create

one or several “operational” ranges.
The range represents the continuation of elementary operations

which must be carried out at the time of a work. This range will be
automatically printed on the work order.
RANGE DEFINITION
o n
Attached files Text file in
(Electronic document OptiMaint
or paper doc.)
NECESSARY
ITEMS FOR
THIS RANGE p
PREVENTIVE OR
q CURATIVE
MAINTENANCE
r
WORK ORDER
« ATTACHED FILES
The procedure (range) appears as a text (1). It is possible to attach

data-processing documents (2) (Word, Excel…) or paper documents.
According to the range or the equipment, you define the necessary

items (3).
For preventive or curative maintenance (4), OptiMaint generates the

work order (5) on which it indicates the range, items and all required
documents (documents can be automatically printed on the work
order).
1 - Open menu Preventive | Ranges | Range

- Range (its code)
- Designation (full description)
3 - Inform the mandatory field « family » by:

- Opening the dropdown list “family “
- Clicking on add
Then:
- Inform the family thanks to a code
- Inform its designation
- Validate and close the window
- On window “range” open again the dropdown list and select

the family you have just created.
- Describe on thumb-index “task description” the list of operations

to be done (step by step).
4 – Validate and close the window “range”
5 - Open menu Preventive | Preventive | Preventive maintenance

- Equipment
- Range (with the range you have just created)
- Equipment status
- Priority
- Expense type
- Recipient
- Description
7 – Click on thumb-index “complements”

- Forecasts: duration (hours)
- Labour time: (hours)
- Scheduled cost
9 - Validate
A message pops up “You have to enter a calendar planning (number

of days) or according to meter” (you can customize meters)
On thumb-index “planning”:
10 – For a planning according to calendar, inform:

- Frequency (e.g: 10 -days-)
11 – Then “Last work”
- From: (enter for instance a date 10 days prior to current date,

th
if current date is June,20 enter June,10th)
- To: (insert the same date, ie: June,10th)
Please note that you only have to enter those dates when creating
the preventive maintenance.
12 - Validate
Congratulation! You have created your first preventive maintenance!
13 – Click on the recall button (or use F5)
The date of next work is then calculated automatically (in our

example: the calculated date will be on June 20). It is displayed on
field “Next work scheduled on”.
A work order (W.O) will be automatically generated X days before the

date “next work scheduled” (you can customized number of days).
See the following subject “To generate a W.O from a preventive

maintenance”.
PLEASE NOTE:
Planning can de done through personalized meters. Preventive
maintenance takes into account for instance kilometres, duration of
use, litres used. Meters update can be done manually or
automatically from other software through an interface.
You can combine planning according to both meter and calendar at

the same time!
Generate preventive work orders
Automated Work order is available only if you have installed the

transaction monitor on your PC or from your network. (See “how to
set up OM”)
Transaction monitor can be automated, launch when required or in

background task with an automated alarm clock frequency. (Back
ground task: in that case, the monitor will check every x minutes if
work orders are awaiting for creation).
1 – Launch the transaction monitor
Either:
- Open le menu Preventive | Preventive | Transaction monitor
Or:
- Open window menu: start / All Programs / OptiMaint / transaction

monitor
2 – Click on Validate (to launch it manually)
The monitor indicates preventives work orders have been created

(you can see yours)
Close the transaction monitor
3 – Return in OptiMaint
4 – On Toolbar, click on icon: “Work order”
5 – Click on the search button
6 – Double click on “preventive maintenance” check box
(It must be black ticked, not grey). You will get the list of generated
preventive work orders.
7 – Double click on the line of W.O line to have it open.
Tasks and resources synthesis
OptiMaint enables to get, over a given period, a synthesis of labour

tasks to be scheduled and available resources. Tasks include all
work orders, and preventive maintenance for which work orders have
not been yet created.
1 - Open menu Preventive | Preventive | tasks and resources

synthesis
(From): Start date given is the following Monday after current date.
2 – Press TAB control key

(To): As a end date, OptiMaint automatically enters start date +

30days.
In standard version, OptiMaint includes in the synthesis all scheduled

non-created preventive works over the given period.
If you keep this option, it is mandatory to launch first “the task

calculation” over a large enough period to get a right synthesis.
Otherwise, a screen will pop giving the message:

“The task calculation is valid just until: … Suggestion: repeat the task
calculation with a deadline date limit to the …”
3 – Validate
A graphic synthesis appears making it possible to know your tasks

and your resources:
- Between start date and current date.
- Over the given period
4 – Click on button “display detail”
2 tables appear:
Table of tasks
This table indicates the tasks (divided into 3 columns):

- Late labour task
- Labour task to be realized between current date and start date of
the chosen period
- Labour task to be realized during the selected period.
Each one of these 3 columns is subdivided in 2 other columns

corresponding to created W.O and W.O in process (in process : in
that case, labour time takes account of time already spent on work).
The first line of the table = total for each column.
Pls note: If you double-click on a line of the table, the corresponding

detailed window appears (W.O or Preventive maintenance sheet).
Table of resources
This table indicates resources (divided in 2 columns):

- The availability of employees between current date and start date of
selected period
- The availability of employee for the selected period
The first line of the table = a total for each column.
Pls note: If you double-click on a line of the table, you get the detail
of the employee.
Allocation of the Work orders
1 – On tool bar, click on icon alloc. W.O.
2 – Click on To (ie: end date) on the resources section
On standard version, OptiMaint gives a planning over a two-week

period (but you can enter the dates you wish!).
3 - Validate
The window allocation of the work orders is divided into 2 tables:
- The work order table

- The resources table (en bas)
Please note:
You can enlarge this window to have the maximum of information on
screen. OptiMaint keeps the window’s size you defined to avoid you
from modifying it when reopening.
On work order table:
4- Select the W.O to be affected:
Click on column “Choice” (to select the W.O). To “clear” the work
order, click again on this line.
5 - Double click on a line of the work order table

You get the detail of the work order.
Late work orders references appear in red.
6 - Double to click on a cell of the column “Equipment”

You get the planning this equipment.
On this planning, by double clicking on one day, OptiMaint gives you

the hours when the equipment is “running” (under operation)
On the resources table:
This table indicates for each employee and each day of the selected
period, the current workload (work order scheduled time less the time
already spent on this work)
The line below shows the free time available for this employee.
The second column of the table gives the total task and the
availability.
Grey boxes: indicate days off for the employee. For a particular type
of absence, the corresponding code (or its associated icon) appears.
Orange boxes: indicate when workload equals or exceeds the

availability of the employee for this day.
7 - Click on boxes corresponds to the employee and the date you

want the work to be done (after having selected one or more B.T.)
Work load is automatically calculated and work orders are allocated.
When you try to assign a W.O for which the range requires a
qualification that the employee does not have, a message announces
you the anomaly. Click on OK if you wish to confirm the assignment.
8 - Double-click on a box where the code of an employee is indicated

You get the employee detailed window.
9 - Double-click on the one day box
You get a detailed W.O assigned to an employee the selected day.
(Caution, in this case, no Work order must have been selected on the
“choice” column of the work order table).
In the new window, you have the possibility of selecting one (or
several) work order(s) in order to:
- Release work order or Assign them to another employee or even

remove it from schedule. After having clicked “validate”, the window
is closed automatically, and all the selected Work orders are ticked
(selected). Then click on the control key “release” or click on the box
of another employee to reallocate the unit.
- Print: click on the control key: Print

It is also possible to assign a W.O to several employees:
- Select a W.O. (with the column choice)

- Click on one or several days for several employees
- Click on the button “Assign”
A window which recapitulates all the assignments appears with the
global time scheduled for each employee. You can change those
data if needed.
Create an activity on work order
There are two ways of creating an activity on work order:
1st: use the Tool bar
- On Tool bar, click on icon Act/ W.O

The first field is the number of this activity. It will be automatically
generated by OptiMaint during the validation.
- Inform the work order reference number.
2nd: Use button “add” on work order window:
- Open the “work order” window
- Select the right W.O via the activity sheet (either through search
functions, or by typing the work order reference number in the first
field)
- Click on thumb index: Activities
- Click on “add”: it opens the Activity on work order

automatically informing the number of BT and the employee.
No matter the way you chose, you must then inform the following
fields:
By default, check box “closure W.O.” is cleared (you can change this
parameter.)
- Employee (if W.O has been allocated before, the name of the
employee is automatically posted)
- FROM (Start date / hour): the indicated date must be later than
the W.O. By using the TAB control key, date and hours appears
automatically.
-TO (End date / Hour) the indicated date must be later than the W.O.
Instead, you can only indicate start date and time spent.
For a better study (analyse) of works, you can enter a diagnosis code
(codification of the "trouble") and /or a Remedy code (see: Tree of
failure).
- Validate
Please note:
The Work order has been automatically updated. To check:
- Click on window “work order”

- Recall the work order (F5)
On the right of the recall arrow, OptiMaint indicates that W.O is

nomore printed but in Process
- Click on Complements thumb-index

OptiMaint has automatically updated the labour cost but also
time spent and downtime.
To close the work order. : On the activity on W.O you have just
created, click on “Closure WO” or create another activity and click on
closure WO at first step.
Please note that you can set up signature level on Work orders.
Create a mono-activity work order
A mono activity work order gathers on a single window all the

information of a work order and a single activity done on this Work
order.
A mono activity work order is used when the work has been done
without creating a work order before. The employee can enter on the
same window the work order and his activity.
1 - Open menu Works | Mono Activity Work Order
CAUTION: if menu "Mono activity Work Order" is not on the dropdown list, it
means you work with restricted menus. To get full menu display: clear option
« hide user menu » on File menu. In order to set up menus to hide/ show:
Open menu: File | Preferences – thumb index "Menus".
2 - Inform mandatory fields
3 - Validate
You have created a Work order and an activity at the same time.
To see details, open window Work order

and if needed, add activity(ies), orders, item withdrawals on this work
Please Note:
For a W.O with several activities, item outlet, orders, it is better to
open the Work Order window, select the work order, and add
information on thumb-index:
Activity| Items | Purchasing (and use add button)
Create an activity without Work order
The activity without work order enables to enter a work report without
creating a work order first (for instance: easy maintenance work,
urgent work…).
These activities enable to enter schedule of maintenance employees

but also activities without maintenance work such as: meetings,
medical visit…)
1 – On Tool bar, Click on icon Act w/o W.O

First field is the sheet number (automatically informed by OptiMaint
when you validate the activity).
-Employee
- Expense Type
- Equipment
- Type of activity
- From: Start date / Hour
- To : End date / Hour
3 - Validate
The activity without work order is now created.
You can obviously be more exhaustive regarding the description of

the activity by informing a diagnosis or/and a remedy...

STOCK MANAGEMENT
Create a stock room

Create a supplier
Create an item
Withdraw an item

FUNCTIONAL DIAGRAMS
OptiMaint lets you take full control of your inventory.
o SUPPLIER A SUPPLIER B SUPPLIER …
n
- On-hand balance
- Minimum stock
- Last Order Price
- Standard Price
- Weighted average cost
p STORE A STORE X
- On-hand balance
STOCK
SHEET
q - Standard Price
- Weighted average cost …
The item sheet (window) (1) is full of information (On-hand balance,

last order price, maximum/minimum stock, standard prices, wight
average cost etc ...) and has personalized fields.
OptiMaint is multi suppliers (2).
OptiMaint is also multi stock room (3). Therefore, stock sheets are
organized per store (4) with its own information.
q TRANSFER
STOCK STOCK
ROOM A ROOM X
r Inventory
(list / discrepancy)
s Dead stock
ITEM
Stock sheet
n o p
ENTRY WITHDRAWAL RESTOCK
OptiMaint manages any type of stock inventory transaction:

- Entry (1)
- Withdrawal (2)
- Restock (3)
- Transfers between stock rooms (4)
Inventory is easier with inventory lists (5) and discrepancy

highlights.
With OptiMaint you will be able to see items which have no

movements anymore (entry/withdraw) over a given period (dead
stock) (6)).

Create a stock room
To create a stock room:
1 - Open menu Bases | Item | Stock room
If Stock room is not on the dropdown list, it means that you are
using OptiMaint with restricted menus to get full menu display , Clear
« hide user menus » in file menu. To set up menus to hide/show,
open menu: File | Preferences – thumb-index "Menus".
2 – Inform the following fields

Stock room (with its code) and Designation
3 - Validate
The stock room is now created!
Create a supplier
1 - Open menu Bases | suppliers | supplier
2 – Inform the following:

- Supplier (its code)
- Name
Suppliers are sorted by family, you therefore have to create a family.
- On the supplier window, click on dropdown list family

- Click on add
- Inform: Family (its code) and Designation
- Validate (ENTER control key)
- Close the window « family » by pressing ESC control key
3 – On the supplier window, click on down arrow to open the supplier

family dropdown list
4 – Select the family you have just created
5 – Select thumb-index Address, to fill full address.
6 – Select thumb index «complements», and inform:

- Payment condition
- Payment terms
- Terms of delivery
7 - Validate
The supplier is now created!

Create an item
1 – On Toolbar, click on icon “item”
2 - Inform the following:

- Item (its code)
- Designation
3 –items are sorted by family, you therefore have to create a family.
- On item window, click on family dropdown list

- Click on add
- Inform : Family (its code) and Designation
- Validate (ENTER control key)
- Close the window « family » by pressing ESC control key
- On the item window, click on down arrow to open the item family
dropdown list
- Select the item family you have created.
The concept of family in the software allows to:
- Gather information to make technical and financial analysis
- Make personalization for each family (see: personalize equipment)
4 – Inform the following fields

- Unit
- VAT Code
5 –Click on complements thumb-index and inform the following fields:
- Standard Price
- W.A.C (weight average cost) to set it up once
- Delivery lead time
- Main stock room
- On-hand balance: to set it up once
- Reorder point (for instance: 10)
- Minimum Stock (for instance: 2)
- Replenishment quantity (for instance: 5)
- Select "replenishment advice" check box
6 - Validate
Congratulation! You have created an item!
To make a link with one or several supplier(s):
7 – Recall the item window thanks to the recall button (or F5)
8 – Click on thumb-index « Supplier/ sub. item» (substitute item)
9 – Click on add button close to supplier of the item

- Supplier (select a supplier)
- Lead delivery time (indicate a value over 0)
- Price per Unit (insert a price)
11 - Validate
Please note:
Maximum stock, enables to indicate the maximum level of stock
which should not be exceeded. During the creation of an order,
OptiMaint will check that the ordered quantity does not involve a
stock higher than maximum stock.

Withdraw an item
1 – On tool bar, click on icon: “withdrawal”

- Employee
- Expense type
- Equipment
Validate to continue or click on the line “choice, item, unit…”
- Select the item

- and the quantity
As soon you selected the item, a summary table indicating the stock
level before and after the item withdraw is updated. The employee is
also warned if minimum stock is reached.
3 - Validate
Withdrawal is now recorded and the stock level is updated.
At the time of withdrawal, OptiMaint can tell you to create a link

between the item and the equipment (depends on the parameters).
Thus, you create the equipment nomenclature progressively.

PURCHASE MANAGEMENT
Get replenishment advice

Validate advice
Search an Order
Create an Order
Take delivery of an item
Record an invoice (after an order)
Record an invoice (without order)

- FUNCTIONAL DIAGRAMS
CAUTION :
- The following steps are not mandatory
- Only use features you need.
- OptiMaint can exchange data with your purchase software,
ERP…
p PREVENTIVE q
STOCK
MAINT.
WORK
ORDER
o r
s
STOCK
REPLENI PURCHASE
SHT. REQUEST
PRICE
t
REQUEST
n ORDER
DELIVERY
u
REMINDER
v RECEIVING
QUALITY/QUANTITY
CONTROL w
SUPPLIER RETURNS
11 SUPPLIER
INVOICE
OptiMaint enables to manage any type of purchase.
Order (1) can be created without any previous step. But it can be
created from:
- Stock replenishment advice (2) which takes into account the stock
(3) and preventive (4)
- One or several purchase requests (5)
- A work order (6)
Before placing an order, you can do a Price request (RFQ) (7).
OptiMaint enables to do reminders for late deliveries either via email,

mail or fax (8). When you take the delivery (9), you can do a
quality/quantity control (10) and enter litigation. OptiMaint manages
returns too.
Supplier invoice (11) is created from the order or receiving notes. A

step of invoice validation with signature can be done.

Replenishment advice
STOCK PREVENTIVE
STATUS MAINTENANCE
NEEDS
OptiMaint generates stock replenishment advice according to:

- Stock status
- Needs according to preventive maintenance over x days

(avoids booking items in advance)
The level of replenishment advice validation enables to

choose the supplier, required quantity, and convert advice
into orders.
Thanks to replenishment advice OptiMaint helps you for the stock

management.
When validating this advice, OptiMaint display the main supplier by

default and a calculated quantity but you can set up your own
parameters (according to you own criteria such as: lead time,
price…)
Please note:
Advice can take preventive maintenance into account over “x”
number of days. Therefore you can create orders according to the
stock level but according to the needs related to the preventive
maintenance over a given period.
To get advice, it is necessary to have stock quantity lower than the

reorder point!
1 – Open menu Purchase | Replenishment advice
A Window called “Report of Stock replenishment advice” is now on

screen.
2 - Validate
A preview of the stock replenishment advice is on screen.
Please note:
The process of replenishment advice can take preventive
maintenance into account.
To include the needs according to preventive maintenance into stock
replenishment advice, select check box “Include the preventive “and
enter deadline (horizon date)
Validate replenishment advice
1 – Open menu Purchase | Advice validation
A window “Validation of a stock replenishment advice” is open and

empty
You have to enter the Advice N° to get the information.
If you look for advice, to know the advice numbers, you can:

2 – Click on the search button
This window allows a search with several criteria.
3 – Click on validate with no criterion but those indicated by default

on software.
You get one or several lines corresponding to the replenishment

advice. The 1st column indicates the advice reference number.
To select advice:
4 – Double click on replenishment advice you would like to check.
The window “Validation of a stock replenishment advice” is displayed

but with advice corresponding to the item.
This window enables to convert replenishment advice into order.
5 – Select one or several lines by clicking on column «choice»

(Left hand side)
For each selection, OptiMaint gives you the main supplier, the
advised quantity and the delivery date according to this supplier. You
can change part or all information.
6 - Validate
OptiMaint has created the order and indicates the order reference
numbers on status bar (at the bottom of OptiMaint’s window)
Order search
1 – On toolbar, right click on icon “Order“
This window enables to make search with various criteria.
2 - Validate
Created orders are displayed on screen.
3 – Double click on the order you want to see.
The window “Order“ now indicates information about the selected

order.
4 – Click on Print
5 – On window “Printing parameters”, click on validate.
The order is now displayed on a preview screen.

Create an order
You can create order without replenishment advice.
Please note:
Orders can be created with non referred items and subcontractors.
1 – On tool bar, click on icon “Order”
2 –Inform the following:

- Supplier
- Date of order
If field «Order date» is not inform while validating this window current
date will be automatically informed.
3 - Validate
Another window opens automatically to enter lines of the order.
To order non referred items:

- Designation
- Quantity
- Price per Unit
- VAT Code
- Delivery date
5 - Validate
OptiMaint opens an error message “You have to enter either the cost
centre or the equipment”. This is to allocate the cost to a level of the
nomenclature.
6 – Select the equipment linked to this item.
7 - Validate
OptiMaint opens another error message "the cost alloc. is

mandatory"
8 – Select a cost allocation
9 - Validate
OptiMaint opens another error message "You have to enter a

Expense type when the item is not in stock".
10 – Select a an Expense Type
11 - Validate
The order is now created! (Status bar indicates “order line 1 created
correctly”)
12 – Close open windows
Please note:
OptiMaint automatically checks automatically if the required
information have been filled or not.

Take delivery of an item
1 – On Tool bar, Click on icon « R/N» (Receiving Note)
2 – Inform the following:

- Order
- Supplier (this field is automatically informed according to the
order)
- Delivery date (Hour, if wanted)
- Delivery Note number (D/N)
- Date
- Employee
3 - Validate
A message appears: « Do you want to generate automatically the

lines of R/N ».
3 -Answer “Yes”
OptiMaint displays all lines related to the order and allows to create
the line(s) of the receiving note.
4 – In case of:
- Partial delivery (incomplete) : Only select line according to the
delivery and/or modify real delivered quantity.
- Full delivery : select all lines
5 - Validate
Lines of the Receiving note have been created.
In case of receipt regarding stored, the stock level has been

automatically updated.
Please note:
The order reference number can be mandatory or not (it depends on
the settings). To check open menu: Files| Personalization | receiving
note).
Record an invoice (after an order)
1 – Open menu Purchase | Supplier invoice
Window “Invoice” is now open and will be automatically informed with

a reference number when you will validate.
To generate an invoice from the order you have just created :
2 - On field ”Order“ enter the order reference number.
If you don’t remember the order reference number: open menu

Purchase / supplier order. Click on recall button to get the order with
st
its reference number (1 field) .Close “order” window.
Field “supplier” is automatically informed according to the order.

- Invoice Date
- Supplier invoice No

4 - Validate
OptiMaint displays the list of receiving notes awaiting for invoicing

and the list of returns to supplier awaiting for refund from supplier.
5 – Chose the receiving note
6 – Validate
The invoice has been created!
Record an invoice without order
1 – Open menu Purchase | supplier Invoice
The example given does not take into account a previous order.

- Supplier: Select a supplier
- Invoice date
To avoid you from entering current date, press TAB control key.
OptiMaint automatically displays current date.
3 - Validate
OptiMaint opens another window. You can now create the first line of
invoice

- Designation
- VAT code
- Invoiced Quantity
- Price per Unit
5 - Click on thumb-index “Cost allocation”

- Cost centre
- Expense type
- Cost allocation (its code. Use dropdown list)
7 - Validate
8 - Click on cancel button to close this invoice line window
You have now created the invoice!
Please note:
Invoice must be linked to a cost centre or an equipment. Cost
allocation code is mandatory if an invoice line is related to a non
referred item.

BUDGET MANAGEMENT
The following step shows you how to...
Define a budget per cost centre

Manage your budget
OptiMaint enables to define yearly budget per :

- Cost centre
- Equipment
- Accounting account (or account family) per cost centre
- Allocation cost
- Allocation cost per cost centre …
(With the possibility of getting detail per month)
You can get detail of :

- Labour
- Items
- And invoices
For:
- Preventive maintenance
- Curative maintenance
- And miscellaneous
(With the possibility of getting detail per Expense type)
You can set up, if you want, monthly or yearly warnings to highlight
exceed of budget.
According to your needs, you can therefore define global budget or

detailed budget.
Define a budget per cost centre
To define a global budget for a cost centre:
1 - Open menu Bases | Budgets | Cost centre
2 - Select a C.C (cost centre)
3 - Inform Year
4 - Validate
5 - Inform the entire amount for the year (at the bottom of the grid)
6 - Validate
Congratulations: you have created the budget.
OptiMaint has automatically charged the global amount per month.
Otherwise, when creating your budget, you can detail budget per
month by clicking on button:
7 - Recall budget with recall button (or F5)
Expenses you made during this step of test have been allocated in
your budget
Please note :
You can update your budget (modify and decrease/increase the
amount). On the grid, it shows expense in process, realized and
balance. You also get the amount of purchase request (P.R). To get
more detail, click on button:

PROJECT MANAGEMENT
Create an investment project

FUNCTIONAL DIAGRAMS
n INVESTMENT
PROJECT
o(notBRANCH
mandatory)
COST CENTRE
(not mandatory) p
q EXPENSE TYPE
(not mandatory)
r LABOUR s ITEMS t INVOICE(S)
OptiMaint ensures the management of your new investment project

without operational budget (projects of improvement, creation...).
Any new project (1), can be linked to a Branch (2) or a Cost centre
(3) according to an Expense type (4).
Define budget for labour (5), items(6) and suppliers(7) or for a global
budget.
Cost allocation according to a project is done automatically through:
W.O
(labour)
ITEMS INVESTMENT
WITHDRAWALS PROJECTS
INVOICES
Throughout the realization of a project, OptiMaint holds up to date a

dashboard to compare initial budget, budget in process and realized
budget.
It is possible to modify the budgets amount at any time.

Create an investment project
OptiMaint ensures the management of your new investment project

without operational budget (projects of improvement, creation...).
For any new project, it is necessary to inform budget for labour, items
and suppliers.
1 - Open Menu: Bases | Projects | Project

- Project (its code)
- Designation
Project belongs to a project family. Therefore, you have to create a

project family:
- On window “project”, click on “family” dropdown list

- Click on add new
- Inform: Family (its code) and its Designation
- Press ENTER to validate
-To close window “family” press ESC
The family is now created!

- Family (with the family you have created)
- Manager (person in charge of this project)
4 - Click on thumb-index «budget»
You can either give the global amount of your project or inform
details per type (labour, items and invoices).
5 - Inform the field «global» with a value
6 – Validate
The project is now created!
Please note:
While creating a work order, an invoice or an item withdrawal,

OptiMaint enables to allocate costs to defined projects.
OptiMaint updates automatically the budget of your project.

PROPERTY AND USE:
Any use, representation, or full/partial reproduction,

without agreement of the Apisoft company
is illicit (Law of March 11, 1957 - law of July 3, 1985).
This would constitute a sanctioned counterfeit.
(art.425 and following from the penal code).
All rights reserved in all countries.
The Original software is developed by the Apisoft Company.
CONFORMITY AND WARNING STATEMENT:
Taking into account the constraints of paper documents,

specifications aimed in this guide
constitute an illustration as close as possible to specifications.
It belongs to the customer,

to install the software package
to measure exactly the adequacy of its needs to the functionalities.
It is important, for an operational use of the software package,

to read this documentation beforehand.
This documentation is linked to a referred version.
Between two versions, updates can be operated
without modification of documentation.
However, a complement of information can be joined to the existing documentation
to show the modifications and improvements.
Apisoft seeks a constant improvement of the software package and its documentation.
We invite our customers to forward us any suggestions
and possible defects or errors.
For further information ask your reseller.
OptiMaint is a CMMS software package developed by:
www.optimaint.com
info@optimaint.com
The marks quoted in this document are the property of their respective holder.

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Computerized Maintenance Management System

This manual enables you to discover OptiMaint through

You will study only part of the functionalities in order to

OptiMaint can manage any type of equipment; means of

This user guide is based on version 6.1.4 of OptiMaint

Improve your maintenance

These are the main functionalities available :

ASSET WORK PURCHASING STOCK BUDGET PROJECT

Improve your costs control

OptiMaint User guide 2 / 62

BUDGET MANAGEMENT ....................................................................................................................... 57

OptiMaint User guide 3 / 62

OptiMaint User guide 4 / 62

Users and confidentiality

• with the initials of the maintenance manager :

You can connect to :

- OptiMaint full version

You can secure the system thanks to a password (encoded in the

In order to adapt OptiMaint to the needs of your company and the

To see different types of profiles, while launching OptiMaint, log in

SMITH (maintenance manager) has full rights

KALFON is someone from another company and

OptiMaint User guide 5 / 62

1st part: | File|

2d part: | data Bases | Preventive|

3rd part: | Works | purchases | Stocks |

6th part: | Window | ? |

According to the access rights given to each profile, some users

How to simplify menus on toolbar:

Full menus Restricted menus

To define the menus to hide, open Menu: Files | Preferences –

Personalization can be defined according to user profile.

OptiMaint User guide 6 / 62

A language code enables to choose the language used by the user.

Each icon on the toolbar is a short link giving access to a window

Right-click, you directly reach the function of research

To personalize the tool bar, open menu: File | preferences (thumb-

Validating User datas

Each time you record information while clicking on the validation

You can recall your data to screen by clicking on the recall

Coloured fields are mandatory fields: they must be filled in by the

OptiMaint User guide 7 / 62

You can reach 2 types of search functions from Input fields in

Seek precise code

Try yourself: on the equipment window, type « CH-01 ». Click

Type the code then

Partial or global search

The wildcard character to use depends on the type of data base :

- Access data base: * (multiply sign)

- Any other data base: % (percentage sign)

To select the element you wish:

OptiMaint User guide 8 / 62

To sort columns, click on column headline

You have at your disposal 2 types of search:

You switch from a type of search to the other by simply clicking on

ALL fields on screen can be used as a search criterion and can be

Standard search : Advanced search :

1) Type one criterion or many search criteria (to get a filter)

To do a search, you can use a wildcard character

- Access data base: * (multiply sign)

This wildcard replaces a variable length of character or sign.

Please note: To make your search easier, OptiMaint manages fonts

OptiMaint User guide 9 / 62

OptiMaint’s DATE fields automatically update to the current date.