SYSTEM REQUIREMENTS SPECIFICATION

1 MAINTENANCE MANAGEMENT SYSTEM (MMS) DEFINITION

This is a computer-based maintenance software package which is principally to be used by the Engineering Department of the Small and Medium size Companies for the maintenance of their facilities. The first phase is a stand-alone system but the design should take into consideration future requirements such as a client server environment.

The MMS will permit maintenance work orders to be generated and tracked, complete with materials required, skills needed, Mean-Time-To-Repair (MTTR) data and other pertinent information provided; so that when maintenance is needed, the right service person is dispatched with the correct tools and materials to quickly and efficiently resolve the problem. Forecasting of manpower and maintenance stores, planning of scheduled maintenance and overhaul activity, equipment failure histories and aiding departmental budgeting should be all possible from the comprehensive MMS software package available. In addition, MMS will also keep track of the maintenance requirement for all equipment based on the recommendation by the manufacturer (requirement can be based either on the calendar or runtime or both).

2 FUNCTIONAL REQUIREMENTS

2.1 General System Requirements

The System shall conform to the following general system requirements.

  1. The MMS shall at first be a stand-alone package but the design should take into consideration future requirements such as the possibility to run on a client/server computer architecture, allowing the user to use any PC (client) attached to a networked server. This would then allow the MMS Application Software to ideally reside in an application server, avoiding the need for application software to be loaded into every PC that is used for Maintenance Management functions.
  1. The MMS shall utilise an offtheshelf relational database management system (RDBMS). The RDBMS shall be fully compliant to ANSI and SQL standards. Oracle is recommended but Microsoft Access can also be considered.
  1. The MMS Software shall be portable to a variety of relational database management systems without the need for reprogramming or reconfiguring the database. The system shall not be dependent on a single RDBMS.
  1. The MMS shall utilise the Microsoft Windows® 98 graphical user interface (GUI).
  1. In the future the MMS should be available in a multi-user environment and provide data locking and buffering routines to prevent loss of information by simultaneous updates from different users.
  1. The MMS software to be developed shall be made available as a COTS system, providing easy customisation facilities for the user.
  1. The MMS shall have a Database Administration Module to allow a System Administrator to manage user access and general system housekeeping functions, including the ability to backup and restore database and system files. This system administration module shall provide user and password protection. Multiple levels of user access shall be available that provide for read-only access, read-write access and update access. Database administration functions shall provide the ability to selectively "lock" certain database tables.
  1. The MMS shall be capable of displaying only those modules or "screens" that the user is authorised to access, as defined by the System Administrator. The Database Administrator Module shall allow the MMS System Administrator to create, store and assign user groups. When a new user is assigned a user ID and password, the MMS System Administrator shall then assign the new user to a preestablished User Group, or if required, customise the existing User Group and create a new group. Within a user group, the MMS System Administrator shall have the ability to further configure the level of access to various fields for that group, depending on the authorisation level of the users.
  1. The MMS shall allow the user, subject to his/her access level, to customise screen layout, field length and field descriptors, with the exception of restricted fields. It shall be possible to add more fields, if necessary, and link these new fields with the appropriate fields.
  1. The MMS shall allow the user to move freely from screen to screen and module to module without the need to return to the main module. When navigating between screens, the MMS shall have the ability to maintain the current information and carry the information to the next screen to eliminate the need to re-enter any information.
  1. The interaction between the user and the MMS shall be by keyboard and mouse or track ball.
  1. The MMS shall be fully multi-tasking and multi-threading, allowing the user to access multiple windows at a single time. Multiple windows may include the Contractor's application and other Microsoft Windows® 98 compatible products.
  1. The MMS shall allow the user to launch into a variety of other Microsoft Windows® 98 compatible products while still active in the MMS application. Microsoft Windows® 98 compatible products such as MS Word, MS Excel, WordPerfect for Windows and AutoCAD shall be supported.
  1. The MMS shall use pop-up windows for. fields including but not limited to equipment identifiers, labour codes, fault codes, part numbers. When the user is in a particular field, as dictated by the position of the cursor, he can access the pop-up window by double clicking, by software button or some other means, and then either select from the predefined list or, if necessary, add a new entry (subject to user access level). The selected entry shall then be automatically seeded into the current screen. Wild card and/or filtered selections shall also be provided to assist the user in his selection of the correct information for that field.
  1. For fields which contain descriptive text or code, the MMS shall provide the ability to enter more extensive data than will fit into the on-screen description field. This long description field shall be a free-form text field, linked or paired with the short form descriptor field, where the user can enter, view or modify as necessary. This long description field shall be a text field within the MMS software, not requiring the user to launch a third party word processing package.
  1. The MMS shall provide a comprehensive Help option that is context-sensitive and can be accessed from any screen at any time. In addition, a comprehensive Help menu shall be provided for access to a variety of on-screen information, such as descriptions of current field, field sizes, screen and module. A step-by-step tutorial for non-technical operators and administrative personnel to operate the software shall be provided.
  1. The MMS shall be able to display multiple windows within the same system and treat any window as its primary display. These multiple windows may be tiled or cascaded (user selectable). The MMS shall also allow the user to re-size any screen either horizontally or vertically to suit the user's requirements.
  1. The MMS shall allow the user to add, update, delete, store, or display information in any module without exiting the initial module.
  1. The MMS shall allow the user to link drawings and documents to items of equipment. Viewing of linked drawings shall not require loading of the native application software.
  1. The MMS shall include a comprehensive user's manual documenting all operation of the software. Manuals shall include sample reports, screen illustrations, and full operating instructions. In addition, full documentation shall be provided for all work executed for this particular contract.
  1. The Developer shall provide ongoing software support for subsequent years and this

2.2. MMS System Requirements

The Maintenance Management System shall provide at least the following basic modules or features:

a)Service Request & Work Request Module

b)Work Order Module

c)Equipment Module

d)Planning and scheduling Module'

e)Contractor management Module

f)Reports and Analysis Module

2.2.1. Service Request & Work Request Module

Apart from regular maintenance activities, other unforeseen situations can arise from time to time. These can be due to equipment malfunction or other exceptional situations, which will require prompt action on the part of the Maintenance Organisation. This module provides a means whereby the users can report equipment or system malfunction into the MMS so that corrective action can be taken. Service request come from the user of the system. A service request created may or may not be translated into a work order, depending on the nature of the event reported.

  1. The Service Request Document shall contain at least the following data:

a)Date that the report is logged

b)Time that the report is logged

c)Name of reporter/requester

d)Contact number or extension number

e)Priority

f)Free-form text field for description of the nature of problem

g)Fault code from a predefined list or define a "new" problem

h)Equipment/system reference number from a predefined list or new

i)Equipment name from a predefined list

j)Location of equipment, which shall typically be linked to either its reference number or name.

  1. The MMS shall provide a user-friendly interface, enabling non-technical users to understand and use. The system shall allow use of wildcards and filters to assist the user in locating the correct reference, based on such fields as equipment reference number, name, etc.
  1. The MMS shall enable the users to log onto the system. Depending on the user's authorisation level and segregation, he or she may access the Service Request & Work Request screen only.
  1. The MMS shall be able to provide the users with a comprehensive suite of Reporting facilities such as status of Service Request & Work Request. Status can either be "Open," "Waiting for Approval," "Active" or "Close" with reference to the Work Order number.
  1. The MMS shall alert the user if the same problem has been reported. Where a problem has already been reported, the system shall provide status of the related work order.

2.2.2. Work Order Module

Work orders shall be the principal means by which maintenance is recorded and carried out. It is also the principal means in which to track both events that have occurred and work that has been performed. Work orders can be generated from Service Request (Corrective or Emergency Maintenance), from Scheduled Maintenance or Predictive Maintenance. Scheduled maintenance work orders can be timebased or meterbased (runtime) or both. It is suggested that the users engineering department generate the work order and execute the maintenance task. On completion of the maintenance task, the work order form has to be filled with details of the resources required to complete the task. This shall typically include start and finish time, materials used, time spent, labour grades used and any other appropriate information. This information shall subsequently be entered into the MMS system so that historical records can be maintained.

  1. The Work Order shall contain at least the following data:

a)Date and Time

b)Service request reference number

c)Priority

d)Equipment number

e)Equipment name

f)Location of equipment

g)Nature of problem

h)Responsible craft, person, department or contractor

i)Recommended tasks list

j)Recommended parts list

k)Recommended special tools list

l)Authorisation

m)Status, can either be "open," "active," "waiting for approval" or "close".

  1. The MMS shall allow for sub-work orders within a "Main work order" which can be consolidated to the master work order.
  1. The MMS shall allow work to be charged to an appropriate cost centre.
  1. The MMS shall track actual vs. estimated cost for planned and unplanned work.
  1. The MMS shall track actual vs. estimated completion time for planned and unplanned work.
  1. The MMS shall allow work to be assigned to crew, craft, person or contractor.
  1. The MMS shall allow unplanned (emergency) work which has no work order to be inserted to the system.
  1. The MMS shall allow for manual and/or automatic work order numbering.
  1. The MMS shall provide the option to schedule work orders based on criticality.
  1. The MMS shall allow the user to view the drawing of the equipment (if available).
  1. The MMS shall maintain equipment downtime statistics for future analysis.
  1. The MMS shall preserve closed work order & as history records for future analysis.

2.2.3. Equipment Module

The MMS shall provide a system whereby equipment can be catalogued by a hierarchy system of the facility, plant or subassemblies or a combination. The Equipment module enables the user to keep, update and add records of equipment.

  1. This MMS equipment module shall contain at least the following data:

a)Equipment ID

b)Description, short and long text

c)Location

d)Asset number

e)Equipment failure code.

f)Responsibility can be assigned to craft, person, department or contractor

g)Installed date

h)Supplier

i)Warranty

j)Totalled downtime

k)Equipment cost

l)Maintenance cost to date

m)Drawing reference

n)Reference for additional maintenance information that is not on-line.

  1. The MMS shall allow for computer-generated or user-defined equipment ID.
  1. The MMS shall be able to notify the user before the warranty date is reached or the service contract expires.
  1. The MMS shall allow for maintenance cost tracking which can be rolled up to the parent equipment in a hierarchical fashion.
  1. The MMS shall provide calendar-time for tracking maintenance intervals.
  1. The MMS shall provide condition monitoring such as run-time hour and minimum and maximum measurement.
  1. The MMS shall allow for maintenance cost tracking when the equipment is moved to another parent.
  1. The MMS shall allow for maintenance history tracking.
  1. The MMS shall allow for unlimited depth for bills of material.
  1. It is desirable for the MMS to provide the graphical hierarchical representation of the relationship between an equipment and the sub-equipment.

2.2.4. Planning and Scheduling Module

This module is to assist the Work Managers and Supervisors to actively plan and schedule work, labour and material so that maintenance work can be distributed evenly and scheduled based on job priority and resource availability. This tool shall assist the Works Managers to develop daily plans, manage backlogs, lower mean time to respond, and reduce equipment downtime.

OUTSIDE THE SCOPE OF WORK FOR THIS ASSIGNMENT

2.2.5. Contractor Management

The MMS shall allow for the maintenance of a table of information on equipment or of system warranty and service contracts with contractors or manufacturers. At a minimum, the MMS shall provide the following features:

OUTSIDE THE SCOPE OF WORK FOR THIS ASSIGNMENT

2.2.6 Reports and Analysis

.The MMS shall have a comprehensive suite of facilities to allow for the creation of standard and customised reports.

At a minimum, the MMS shall provide the following standard reports and features

a)Equipment list

b)Work order list

c)Work order backlog and status.

d)Equipment maintenance cost history.

e)Material usage and cost history.

f)Equipment maintenance labour cost history. Cost trend analysis.

g)Cost reports based on calendar time such as monthly cost, yeartodate, yearly, etc., for individual equipment or entire plant systems by locations or departments.

h)History of all maintenance task performed on equipment.

i)Downtime analysis.

j)Equipment failures based on failure codes.

k)Maintenance frequency analysis.