The Tabs on the Areas window provide a range of information about an Area. Some of the Tabs are read-only and many are common to other windows in WebTMA.
Misc Tab
The Misc Tab on the Areas window is used to record information about physical aspects of the Area. For Area-based Work Orders with Tasks that have an Auto-Track purpose, WebTMA automatically updates the date fields in the related sections. For example, when drapes are cleaned, the date is added to the Curtain or Drapes Last Cleaned field in the Windows section. Many Sections on the Misc Tab have fields related to the date some action was taken, such as cleaned, replaced, painted, or inspected.
The Plumbing Section lists plumbing fixtures and any other plumbing equipment in the selected Area.
The Paint & Light section displays specific information about painting in the selected Area, such as date last painted. Lighting and fixtures information for the same Area is also displayed.
The HVAC Section is used to record information about HVAC, flooring (carpet/tile), and life safety related to the selected Area.
Use the Doors Section to record specific details about doors in the selected Area, such as size, type, and lockset.
The Windows Section is used to record information about the windows in the selected Area including location, type, and size. Two fields above the description grid relate to the date curtains or drapes were last cleaned or replaced.
If you use the optional Keys module, the Key Locks and Operator Sections are visible as well. These Sections display information related to the Keys and Locks for the Area.
Department Tab
The Department Tab shows the Departments that occupy the current Area or are responsible for costs. Use the Department Tab to assign Departments to Areas and to adjust the Department assignment. When chargeable Work Orders are written to an Area, the default charge account assigned to the Department is used.
WebTMA offers you two options for adding Departments. To select several Departments at one time, click the Add Department link at the top of the grid, and select from the Department Entry flyout window. To add details about each selected Department, edit them individually using the pencil icon.
If you prefer to add Departments individually, click the Add Department Detail link. This opens the Department Detail Entry flyout where you can select the Department and the desired detail at the same time.
Click the Auto Distribution link to automatically assign equal responsibility to each Department. The values in the Distribution column reflect a percentage of responsibility or occupancy. For example, if management uses the area 25% of the time and administration uses it 75%, you can indicate the usage Distribution.
Part Reference
The Part Reference Tab is the same as the Xref Tab.
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.
PMs
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.
How to Add PMs to an Item Record
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.
How to Edit Item Record PM Details
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.
How to Add Meters to Item PMs Tab
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
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.
Monitored Condition
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.
How to Add Monitored Conditions to Item Records
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.
Occupants Tab
Use the Occupants Tab to view Requestors assigned to the Area. If you do not use WebTMA Plus, you can select Requestors not currently assigned to the Area as Occupants. In WebTMA Plus, this window is read-only, and the Occupants listed are assigned from Admin > User Management > Requestors / Identity Tab. This window is also read-only if you use the optional CAFM module. See the note below.
For WebTMA Base versions, the Admin > User Management > Requestor record is updated to reflect the occupied Area when an Occupant is added to an Area. If a Requestor is deleted from the Area / Occupants Tab, the related Area information is automatically removed from the Requestor record as well.
NOTE: If you use the optional CAFM module, changes are made through Move Manager, and the Area / Occupants window is read-only.
Total View
Use the Total View Tab to get an overview of the entire hierarchy for the record.
Depending on your assigned data access levels, you can see and zoom to records related to these location levels.
- Select the Item Type on the window to display lists of the locations and items related to the selected location.
- Choose a line item to open the related record.
Cost
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.
Rates
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.
Custodial Info
If you use the optional Custodial module, the Custodial Info Tab is visible and reflects information about the Area as it relates to the Custodial Template and other Custodial details.
Grounds Info
If you use the optional Grounds module, the Grounds Info Tab is visible and reflects information about the Area as it relates to the Grounds Template and other Grounds details.
Work Orders
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.
RI Inspection
If you use the optional Room Inspection modules, the RI Inspection Tab reflects information about inspections for the Area.
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