Areas Window Tabs - WebTMA 7

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.

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.

The Part Reference Tab is the same as the Xref Tab.

1. Choose Edit on the WebTMA toolbar.
2. Select the PMs Tab.
3. Select the Add PM link at the top of the grid. See note below for Batch Add PM.
4. Choose the Task Code on the PM Schedule Entry flyout.
5. Complete the required fields and any elective fields needed.
6. Select the Save button.
7. 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:

1. Select Edit on the WebTMA toolbar.
2. Mark the check boxes for all lines you want to change.
3. Choose the Edit Selected link to open the PM Schedule Entry flyout. Notice that the item selection fields shows "Multiple Selected."
4. Make changes to the fields as needed.
5. Select the Save button on the flyout.
6. 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:

1. Choose Edit on the WebTMA toolbar.
2. Select the pencil icon for a line item to open the PM Schedule Entry flyout.
3. Complete the Meter Schedule Section. Fields are defined below.
4. Choose the Save button
5. 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.

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

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.

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.

1. Select the Item Type on the window to display lists of the locations and items related to the selected location.
2. Choose a line item to open the related record.

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.

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.

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.

If you use the optional Room Inspection modules, the RI Inspection Tab reflects information about inspections for the Area.

Want to Learn More?

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