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Office Machine Repair ModuleOverviewThe Office Machine Repair Module (OMR) manages the maintenance and inventory of equipment such as:
Requests for service can be entered into the system from any workstation with access to the OMR module. Often a service desk handles all requests for service. The OMR manages every job through to completion. All requests are entered directly into the system on user-friendly, menu driven screens. The operator can instantly determine whether the machine is under warranty, under a maintenance contract, maintained by an outside contractor, or by inside staff. The service orders are maintained on-line, in real time. They are available for viewing and updating simultaneously with data entry. This eliminates the practice of hand entry and submittal to clerks for data entry. Similarly, data on work completion can just as easily be entered. The OMR tracks such information as the specific machines requiring service, detailed descriptions of the work, the facility and location within the facility, the nature of the work, control and work order numbers, status, class, shop assignment, requestor information, labor and equipment requirements, work type, special conditions, funding source (or accounting code), and parts and supplies required and consumed. All of these items have underlying databases where lookups can be performed to locate proper data. Any special conditions are identified. Authorizations and unlimited notes are also provided. Upon entry, the system automatically assigns a work order number to each work request. This number remains with the work request permanently. Work order numbers are assigned sequentially. Work requests cannot be lost - they can be cancelled but not deleted. Only the database administrator can delete a work order, and then only by exception. Work Management - scheduling, status changes, tracking, reporting, and completion - is handled with the powerful capabilities of WorkLine. Procedures are provided which enable the system to be employed so that the operation runs smoothly. Adverse trends are identified before they become major problems, and managers can make decisions based on sound information rather than crisis management. Data ScreensLabor screens collect planned and actual worker and work time information, and permit unlimited workers and work dates on each service request. Equipment screens collect any special planned and actual equipment or tools used to do the work, and time charged to the job. When a user is planning work, the system checks to assure that the same piece of equipment is not assigned on conflicting jobs. Major tools are tracked and assigned in the same manner as vehicles and equipment. Parts and supplies screens collect planned and actual material usage. WorkLine instantly reports stock status when an item is selected for a work order. Integration with the Inventory module provides stockroom control of issuing supplies to work order numbers. Persons authorized to query the system may query the data for the status of any work request, and , where authorized, for reports. A separate screen tracks and displays the vital statistics about each service request. It shows the dates and persons who:
Also displayed are:
Categorization and Status of WorkTo assist in the management of work, each work request is categorized in two ways:
Work ClassificationClassification codes indicate the importance of the work, as well as the work level. Work classification codes are tailored to each particular operation. They are in accordance with industry-standard Work Level I, II, and III classifications. The underlying database is user-maintainable. Work StatusThe status code indicates the position of the job in the backlog of work for each shop. Status codes are tailored to the needs of each particular site, and are site-maintainable. Data ElementsThe Office Machine Repair Module stores the data elements listed below:
Service ChargesOMR provides full accounting for all work entered into the system. This includes tracking by fund source or account code, by agency, by office symbol, and by facility. Charges and accounting can be rolled up by user-defined period, and on many different keys or sets of data. InvoicingOMR provides a complete system for invoicing agencies (or customers) for services rendered. Annual contracts can be billed. Time and Materials work can be billed. Edit lists provide a review of the billing for correction of errors. Invoices are printed directly from a menu selection. The invoice file can be searched, and payments received can be entered. If an inter-agency accounting system is used, "payment" data can be extracted from that system and electronically posted into the OMR invoice file. Delinquent AccountsWhere the system is used to manage third party payees, OMR tracks delinquent accounts. Delinquent account lists are published. The database is maintained automatically, and warnings are displayed when service requests are received from customers who are in arrears. ReportsOffice Machine Repair module provides a wealth of reports to manage and document the work. They include:
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