Asset Common Tabs - WebTMA 7

Updated March 07, 2023 21:13

Most of the Tabs on the Asset window are used throughout the application. Click the following headings to learn about these Tabs and their use.

Maintenance-worthy items can be checked out for use by Technicians. Select the Checkout Tab to issue an item, track who used the item, and enter check-out and check-in dates.

The Checkout Tab displays on all the related item windows and shows a list of any Technicians who have checked out an item or items. You can check out items from either the Organization > Repair Center > Technician / Checkout Tab or the Checkout Tab of the maintenance-worthy item window, and the action is reflected in both records.

Use the Contractors Tab to associate Contractors who perform work with a record.

Select the Contractor Tab.
Choose Edit on the WebTMA toolbar.
Select the Add Contractor link at the top of the grid.
Choose the Task Type on the Contractor Entry flyout.
Mark the desired check box(es).
Choose the Add Selected button.
Select Save on the WebTMA toolbar.

The Cost Tab on many location and item records displays the accumulated costs, both current and historical, relating to the record. With the exception of the Work Order / Cost Tab, this is a read-only Tab. Charges accumulate on this window as they are incurred. The values are not dependent on posting charges.

The Year-to-Date values are for your fiscal year and are based on your Fiscal year setting in Admin > Client Info / Preferences.

Since many items have computerized controls, accreditation or other government organizations may require you to keep records about these controls. The IT Tab tracks this information.

Use the IT Tab to select a list of applicable questions and enter answers about the item. Your WebTMA System Administrator or the person who has access to the Lookups table enters the questions at Organization > Lookups > IT Questionnaire. Once in Lookups, the questions are available for selection on the IT Tab of each item record.

You have a choice of four types of IT questions: Yes/No, Pass/Fail, a Value, or a Comment.

To add IT questions to a record:

Select Edit on the WebTMA toolbar.
Use the Add Question link at the top of the grid to open the Questions flyout with the available questions.
Mark the check boxes for questions to be added.
Select the Add Selected button to save the questions to the item record.
Choose Save on the WebTMA toolbar.

In Edit mode, you can enter answers to the questions at any time. Questions can be deleted from the grid in Edit mode if they are no longer needed.

WebTMA stores information about Meters associated with an item. In addition to the Meter Reading, you can indicate when the Meter resets to 0, known as a rollover, and track how many rollovers have occurred.

The date and time of a Meter Reading entry have the following restrictions:

The date cannot be equal to the date of the previous entry.
Entry of a future reading date prevents any other entries prior to the future date.

Go to the Meter Tab to add Meters.

Choose Edit on the WebTMA toolbar.
Select the Add Meter link at the top of the grid.
Complete the required fields: Meter Code, Description, and Taken By.
Complete other fields as needed. See definitions below.
Choose Save on the flyout.
Select Save on the WebTMA toolbar.

The Meter is now a line item on the grid. You can add more than one Meter if needed.

Following are short definitions of some of the fields on the flyout window.

Initial Reading – the current reading on the Meter.
Digits – the number of integers allowed for a Meter Reading before a Meter rolls over or resets. Example: Assume the Digits field setting is 3. When the Meter Reading passes 999, the Meter rolls over and Meter Reading values start at 0 again.

Keeping up with the number of rollovers is optional. If you use it, base the rollover count on the number you put in the Digits field. For example, if the maximum reading for a Meter is 9,999, add the number 4 to the Digits field. Each time the Meter Reading exceeds 9,999, mark the Rollover check box. When you click Save on the Meter Reading Entry flyout window described in How to Add Meter Readings below, the value in the # Rollovers column increases by 1.

NOTE: Vehicle Meters include an Odometer check box not found on other Meter Entry flyouts. This allows you to track the Vehicle's odometer reading as well as any other Meters associated with the Vehicle.

After you have added a Meter to a record, use the Add Reading link to update the Meter when a new reading is taken. If you track the number of times a Meter rolls over, this number displays in the # Rollovers column on the Meters window.

From the Meter Tab of the desired record in Edit mode:

Expand a line.
Choose the Add Reading link on the secondary grid.
Complete the required fields: Reading and Taken By.
(Optional) Mark the Rollover check box if the Meter has exceeded the number of digits designated when you added the Meter record.
Choose the Save button on the flyout.
Select Save on the WebTMA toolbar.

The Monitored Condition Tab is used to set details that require oversight for an item or Area. For example, sensitive Equipment may require line voltage monitoring or an Area may need the room temperature monitored.

If items or locations need monitoring, enter the conditions on the individual item's Monitored Condition Tab, or use Organization > Batch Monitored Condition Setup to set the same conditions for several items or Areas at one time.

Your WebTMA System Administrator establishes conditions from Organization > Lookups > Monitored Condition. The Lookups window also includes settings for alarm values and other settings.

To record monitored readings, use Transactions > Quick Post > Quick Post Monitored Conditions Reading.

In Add or Edit mode:

Select the Monitored Condition Tab.
Use the Add Condition link on the grid to open the Monitored Condition flyout.
Check desired condition(s) in the grid.
Select the Add Selected button on the window.
Choose Save on the WebTMA toolbar.

NOTE: Once readings are entered in the Quick Post Monitored Conditions Reading window, you can go to an item record and expand a condition line to reveal details about readings.

The PMs Tab contains a list of all PM Tasks assigned to a record. PMs can be assigned from either the Task window (Organization > Task > PMs Tab) or from the PMs Tab for any maintenance-worthy item including Group records. When you edit the PM Schedule Entry flyout, the changes are reflected on both the Task record and item record.

The Meter Based section of the PM Schedule Entry flyout is found only on individual item records. Since one item can have more than one meter, this arrangement assures the proper meter is used for the PM.

An icon and link on the window are available in View and Edit mode. Move the cursor over the color block for a definition. Select the magnifying glass icon to see a read-only PM Schedule Entry flyout with all details about the PM. Choose the Task Code link to open the Task record in a separate browser tab.

Create or modify PMs using the PM Schedule Entry flyout on an item's PMs Tab. Information saved to this flyout is also added to the Task / PMs window. The Meter Schedule Section only displays when opened from an individual item.

Choose Edit on the WebTMA toolbar.
Select the PMs Tab.
Select the Add PM link at the top of the grid. See note below for Batch Add PM.
Choose the Task Code on the PM Schedule Entry flyout.
Complete the required fields and any elective fields needed.
Select the Save button.
Choose Save on the WebTMA toolbar.

NOTE: When you choose Batch Add PM, an initial display on the PM Schedule Entry flyout allows you to select a number of Task Codes that will apply. When you mark Tasks and select the Next button, you can set the details about the PM Schedule for the selected Tasks.

If you wish to change the Task Code or other PM details, you can select the pencil icon to edit a line.

Changes added to an item record are also added to the Task / PMs window. You have the option to select multiple lines and apply changes to all at one time. To change more than one PM line at a time:

Select Edit on the WebTMA toolbar.
Mark the check boxes for all lines you want to change.
Choose the Edit Selected link to open the PM Schedule Entry flyout. Notice that the item selection fields shows "Multiple Selected."
Make changes to the fields as needed.
Select the Save button on the flyout.
Choose Save on the WebTMA toolbar.

Meters can only be added to the PMs Tab of the individual item record. The difference between the Task / PMs Tab and the Item PMs Tabs is the additional Meter Schedule Section.

An item can have more than one meter assigned; therefore, the meter-based fields are available only from the individual item records.

The following instructions assume the PMs have previously been set up from the Task window. You can also add the entire PM from the item record. On an item PMs Tab:

Choose Edit on the WebTMA toolbar.
Select the pencil icon for a line item to open the PM Schedule Entry flyout.
Complete the Meter Schedule Section. Fields are defined below.
Choose the Save button
Select Save on the WebTMA toolbar.

Meter Schedule Fields

Assigned Meter a meter associated with an item. Unless you add meters to the Meters Tab of an item record, you cannot create a meter based PM.

Last PM Meter a read-only field that displays the meter reading at the last PM.

Meter Calculation when WO completes mark the check box if you want the Next PM Meter value to be recalculated based on the Reading entered when the PM work order is closed. The calculation uses the Reading and adds it to the required Meter Interval when you enter readings from either the Quick Post Meters window or when you click Post Meter Reading on the Work Order Action Menu. See Example at end of this list.

Meter Interval the numeric interval between PMs. For example, if oil changes are to occur every 3000 miles, then 3000 is entered in this field.

Next PM Meter the ideal meter reading when the next PM is due. See the next definition, Percent Margin.

Percent Margin since it is difficult to perform a PM exactly when a meter reaches the average count, this number is the allowable margin such as 5% used to determine the next PM.

Proj Next Date enter the projected date that you estimate the next PM meter reading will be reached.

Example of Meter Calculation when WO Completes:

Meter Interval = 1000 and Last PM Meter = 2000, which would make the Next PM Meter = 3000.

HOWEVER, the PM is performed at 500. With this check box marked, the Next PM Meter value is recalculated as 3500.

The Rates Tab is used to record fees charged when an item is designated on the Work Order to perform a job. On the Lookups / [Item] Types windows, the Usage Rates Section includes a simple Flat Rate for item Types. When specified in Lookups, the information displays in the Usage Rates Section of the Rates Tab on the item windows.

If you use the optional Facility Scheduler module, a Rental Rates Section is used to include the rates and fees that apply.

Use the Repair Centers Tab to associate one or more Repair Centers with a record. Only users that are assigned to the associated Repair Center(s) can see and use the record.

You are reminded to assign a Repair Center if you attempt to save a new record without selecting at least one Repair Center. Without a linked Repair Center, no one can view the record or assign work to an employee or for an item.

You can add as many Repair Centers as needed to a record. In Add or Edit mode:

Select the Repair Center Tab.
Choose the Add Repair Center link at the top of the grid to open the Repair Center Entry flyout.
Mark the check boxes of all applicable Repair Centers. Tip: To select All Repair Centers, mark the check box next to the label Repair Center Code.
Select the Add Selected button.
Choose Save on the WebTMA toolbar.

The Sub Assemblies Tab shows a tree list of component parts, pieces, or sites associated with a larger item. When the larger item is selected as a Parent Tag # on a component part, the ‘child’ record number displays on the Sub Assemblies Tab of the ‘parent’ record. You can open a child record by selecting a link in the Hierarchy Tree.

NOTE: The Sub Assemblies Tabs for the Vehicle and Biomed windows show not only items of the same Type, but items for all Types that are attached to the record.

The Work Orders Tab is a read-only window used to review open or closed Work Orders that pertain to the specific record. Sections on this window labeled Open Work Orders and Closed Work Orders filter the Work Orders for you.

For a quick description of the Work Order, expand a line to see details about the Task and Trade on the Work Order. Choose the Work Order number to open the Work Order record in a separate browser tab.

NOTE: Although new Work Orders created in WebTMA 7 only allow one Trade per Task, data converted from WebTMA v. 5.x may have multiple Trades for some Tasks. The following statement applies only to converted data: Any converted records display all Trades previously assigned to a Task. These are separated by a comma. The Trades are found in the Trade column on the Work Order Task grid.

The Xref Tab is a read-only Tab that shows any related Active Parts that are linked to an item from the Parts window. If a Part is no longer active, it will not be listed on an item's Xref Tab.

Look to this Tab to review details about a Part related to the current record including the price and quantity in stock.

Items and locations that display on the Xref Tab are only added or edited from the Parts window on the Parts / Xref Tab.

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