Fiscal Year Change for Client Info and Work Order Window
The Fiscal Year settings in Client Info / Preferences have been changed. You can select a Starting Month and a Starting Day for your fiscal year settings.
A Fiscal Year field has also been added to the Work Order window in the More Information section. The date range has been included to make it easier for managers/technicians to select the correct FY option. This can be used in reports to show the Fiscal Year (budget year) the work was completed.
Path: Transactions > Work Order > Records / Identity Tab
The format in the Fiscal Year field drop-down window follows this hierarchy:
- User / Preferences
- Client Info / Preferences
- Default MM/dd/yyyy (if neither User nor Client Info settings are present)
The drop-down options span eight fiscal years prior, the current fiscal year, and three fiscal years in the future.
Your System Administrator sets the Fiscal Year Starting Month and Starting Day in Admin > Client Info / Preferences.
The System Administrator can also make the Work Order Fiscal Year field required from Admin > Form Attributes > System Form Attributes.
Purchase Requisition Enhancement in Client Info
Path: Admin > Client Info / Preferences
You now have the option to save a Purchase Requisition record without adding line items. While the standard process includes item lines, some situations require that a record be completed later.
A new Purchase Requisition Category has been added in Admin > Client Info / Preferences where the option Require Purchase Requisition Part is granted by default.
If you want to save PR records without item lines, you can Deny this preference.
This is our November Voice of the Customer enhancement. We would like to thank the University of Alabama Birmingham for submitting this enhancement suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
User Verification (eSignature) for Finishing/Closing WOs
You now have the option to force User re-authentication when a work order is Finished or Closed.
Path: Admin > User Management > Records / Preferences
This enhancement ensures that the logged-in user is the person who modified the Work Order record when finishing or closing and is used to keep your records in CFR compliance.
To invoke this change, grant the Require eSignature On Work Order when Closing/Finishing Preference (Admin > User Management > Records / Preferences) for users who are allowed to close or finish records.
On the work order, the Finish Date and Close Date fields are disabled for users with this Preference. An information icon instructs users to select the Close WO or Finish WO commands in the Action Menu.
Path: Transactions > Work Orders > Records
The process is as follows:
- Complete and Save the work order.
- Click Close WO or Finish WO on the Action Menu in View mode to open the related flyout.
- Complete the needed fields.
- Click Save on the flyout. The system refreshes and presents the Re-Authenticate login window.
- Enter login credentials
- Click the Re-Authenticate button.
The Quick Post window and batch close from WO Browse also require re-authentication. Currently it is not available on Mobile TMA.
This is a Voice of the Customer enhancement. We would like to thank Röchling Medical for submitting this enhancement suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
Warehouse Copy Will Clone Records with Inventory
Path: Material > Warehouses
You have the option to make a copy of an existing Warehouse and clone all settings including the Part Inventory Tab of the original – except the Quantity, Value, and Available columns on the Tab.
The process is easy. Open an existing Warehouse record and click Copy on the toolbar.
The resulting record is in Add mode and needs a Code and Name.
The new Warehouse is now visible on the Material > Parts > Records / Location Tab.
You can transfer quantities to the new Warehouse using Material > Parts > Transfer Parts if needed.
Open Distribution on Batch Closed WOs Now Has Alert
If Quote, PR, or PO items that are marked for distribution to a Work Order have not been received and you attempt to close the Work Order, you are alerted that there are Open Distributions.
When you batch close work orders from the WO Browse window, the system now gives you an alert for open distributions in the same way it does when closing from the Work Order window.
Path: Transactions > Work Order > WO Browse
While an alert has always shown in the Work Order window, this functionality has been added to the WO Browse window as well.
When you close one or more work orders from WO Browse that have open distributions, you receive an alert and can select from the following:
Proceed: Clear all Distributions and close all Work Orders
Close Only: Close all Work Orders and Distributions remain open
Skip: Close all Work Orders selected without Distributions
Cancel: Do not Clear Distributions and do not close selected Work Orders
This is a Voice of the Customer enhancement. We would like to thank Colgate University and University of Massachusetts - Amherst for submitting this enhancement suggestion. WebTMA has evolved into the solution it is largely through great feedback and suggestions provided by our clients.
Pending Charges Review/Dispute Export Lines
Path: Accounting > Post Charges > Pending Charges Review/Dispute
This new development for the Pending Charges Review/Dispute window gives you the option to export some or all the transactions.
You can check lines on the grid to use the Export Selected Transactions button or you have the option to Export All Transactions.
Since there are different transaction types in the grid when exported to Excel, each type has its own worksheet. The same is true for the accounts.
Linked Documents Toggle View Feature
Navigation Panel - Linked Documents
A new icon has been added to the Navigation Panel. The Toggle Linked Documents View icon is used to view by file type (image, .pdf, etc.) or by the record to which the files are linked.
The default view categorizes files by the record they are attached to. In the first screenshot at left, two files are attached to the Equipment record and one is attached to the Work Order record.
Click the icon to view by file type. The files in the second screenshot now show two image files and one .PDF file.
Report Manager Reports Linked to Dashboard
Path: Dashboard (Add New Control in Edit mode)
Most reports in Report Manager are now eligible for selection on the Dashboard.
Only reports that do not have the window toolbar selected on the report are available for selection in the dashboard.
MTTR and MTBF Report Added to Report Manager
Path: Reports > Report Manager / PM
A new report has been added to the PM category of the Report Manager to calculate the average time it takes to repair a failed component and the reliability of a component.
The report is titled Equipment Availability with MTTR and MTBF.
Based on posted downtime, the report shows in hours the Available Time, Uptime, Downtime, MTBF, and MTTR for a range of equipment in a Facility, Building, and Area.
In addition to Start Date and End Date, you have the option to limit the results based on Repair Center, Facility, Building, and Equipment Type. The report is identified as Special, which means it cannot be copied and recreated.
- MTTR – Mean Time To Repair
- MTBF – Mean Time Before Failure
PM Efficiency by Location Report Added to Report Manager
Path: Reports > Report Manager / PM
A new report has been added to the PM category of the Report Manager to calculate and evaluate PM Efficiency by Location in WebTMA.
The report is titled PM Efficiency Report by Location.
The report shows the total amount of PM’s generated and the total completed within a given time range. It also displays your efficiency percentage by Building, and the totals by Building.
Also, it displays your average efficiency percentage for all Buildings within the selected time range.
In addition to Request Date and Completion Date, you have the option to limit the results based on Repair Center and Facility.
The report is identified as Special, which means it cannot be copied and recreated.
Uptime vs Downtime by Facility Added to Report Manager
Path: Reports > Report Manager / Management
A new report has been added to the Management category of the Report Manager to analyze Equipment Uptime and Downtime by Facility.
The title of the report is Uptime vs Downtime by Facility.
The report allows the selection of a Repair Center, a Facility, and/or Building and a Work Order date range. It displays the Total Uptime % vs Total Downtime % for the selected date range.
In addition to the percentages, it shows Total Uptime Hours for all Equipment in the selected RC, Facility, Building, the Total Downtime Hours, and the Average Downtime Hours.
Finally, it provides context by showing the Total Equipment in the Facility, the Current Equipment Up, the Current Equipment Down, and the Total Instances of Downtime in the selected date range.
The report is identified as Special, which means it cannot be copied and recreated.
Key Adjustment Reports Added
Path: Material > Key Management > Key Adjustments
The Key Adjustments window is used for numerous transactions that involve Keys.
Several reports have been added to the Reports section of the Navigation Panel to help speed up your use of the Key Module.
The following reports are now available:
- Key Issuance Receipt
- Key Lost Receipt
- Key Return Receipt
- Key Ring Issuance Receipt
Search Functionality Added to Repair Center Assignment
The Repair Center Assignment window allows Administrators to upload a populated template with the Lookup Types and Lookup Codes that are accessible from within a selected Repair Center.
Example of Spreadsheet Entries
The results grid now includes Search, Filter, and Sort options like other grids in WebTMA.
Path: Admin > Repair Center Assignment
The window is easy to use. Simply Download Template from the window. Note the specific format to use for the Lookup Type in the spreadsheet. Be sure your Lookup Type name is followed by the term ‘Type’ with no space.
Once you have completed the Template, select a Repair Center and click the + Upload button on the window to select your completed Template.
The resulting grid includes options to Search, Sort, and Filter.
Click the Filter icon to see a search popup.
Task Check Group Enhancement
Path: Organization > Task > Task Check Group
The Task Check Group window is a convenient way to add several Master Checks to one record. You can now search and filter for Master Checks from the Task Check Group window.
If you have numerous Master Checks (Organization > Task > Master Check), this enhancement gives you a way to quickly locate the records you need.
A Master Check Code column has been added to the results grid, and the check Code, Check Type Code, and SubType Code criteria have been added to the drop-down list on the Task Check Entry flyout as well as the grid on the flyout.
In addition, a Find button was added in the Filter Criteria section to make it more accessible and intuitive to the user.
Login URL Reminder Added
Path: Admin > User Management > Records
The feature that allows selected Users, Requestors, and Technicians to log in without using an ID and Password was revised last year.
A reminder has been added to the Login URL flyout to remind administrators that the link expires.
The change resolved a security vulnerability, and the links expire in 24 hours.
AP Payment Window Now Includes UDF Section
Path: Accounting > Accounts Payable Invoice > AP Payment
A UDF section has been added to the AP Payment window.
If you need to track information that is not on the window, this feature allows you to add as many fields as needed.
You can set up your UDF fields from Admin > Form Attributes > System Form Attributes. Open APPayment and scroll to the bottom of the window where you can create, name, and establish the layout for UDF fields on this window.
Mass Import Biomed Equipment Template Has Preferred RC
Path: Admin > Mass Import > Import Dashboard / Templates
When using the Mass Import module for Biomed Equipment, you can now include a Preferred Repair Center if needed.
A new Preferred Repair Center column has been added next to the Repair Centers column. If a Repair Center is added to the new column, the Biomed / Repair Centers Tab will have a check mark in the Preferred column for imported records.
Reminder: Only one Repair Center can be entered in the Preferred Repair Center column.
Email Format Enhanced
Example email in HTML format
Email messages that were created as text-only are now available in HTML format.
Improvements were made to the HTML layout, and paragraphs are automatically formatted correctly.
Edit UDF for Accepted Inspection Findings
Path: Transactions > Request > Inspection Findings
By default, an Accepted Inspection Finding record cannot be edited. UDF fields are now an exception.
With this change, you can double-check that the inspection has been completed by entering data in your UDF fields.
Survey Endpoints Enhanced in Swagger
In an ongoing response to our customers’ requests, we continue to enhance the endpoints.
In this release, we have added platform endpoints to retrieve surveys sent as well as receive survey responses.
These new endpoints have been added to help retrieve data for the surveys that are sent and to see survey responses.
Having these endpoints available allows you to share survey results on public performance metrics or outside Business Intelligence (BI) tools.
Request Log Now Filters Tasks by Repair Center
Path: Transaction > Request > Request Log
Those who use the Request Log window and are knowledgeable about Task Codes will find this new feature useful.
The selections in the Task Code drop-down are limited to the named Repair Center if one is entered.
If no Repair Center is entered on the Request Log, Users see Task Codes for all Repair Centers to which they have access.
Criteria Added to On-Hand Adjustment Search
The Criteria drop-down list now includes Contract Type as a selection when you create your Contracts search.
Path: Organization > Contract > Records
With this addition, you can add Contract Type as a display column in your Contract queries.