MMS (Maintenance Management System)
MMS software is an online Maintenance Management Software for planning and tracking asset’s activities. With automatic reporting tool software will remind you about all planned recurrent task for a next week or report all completed tasks on selected component.
To find MMS software visit dms-suite.com website, login and open MMS tab.
- Component – main entity of your asset: Frac Blender, Frac Pump, Car, Power Generator
- Subcomponent – logical entity or group under main component: Deck Engine, Transmission, Hydraulic System, Cooling System.
- Part – a part of the component or subcomponent that can be replaced or one of spare parts: Oil Filter, Air Filter, Brake Pads, Bearings
- Activity – planned or performed action. The are 4 types of activities: Service, Maintenance, Inspection and Repair
- Activity task – list of tasks of one activity which are to performed to complete an activity. Example: Yearly service tasks: change oil filter, change air filter, change oil.
My Company Tab
Tab “My company” contains info about your company (address and logo), list of departments and list of employees.
Add Company Address and Logo
Company address and logo will be printed out in all report.
To change logo, click on camera symbol close to logo. To change company info click on right menu button “Edit Company”.
Create New Department
Before using MMS, you have to create minimum one department. You can add, edit and delete components and activities in selected department as well as move components between departments.
To add an employee, click on button “Add Employee” from right menu. Adding employees allows you to assign activity to responsible person and export personalized reports.
Select Active Department
To set department as active select one of your departments listed in combo box field on top left side of the page.
To add your assets to system, all select your department and go to tab “Equipment”. In this tab you define main components, components, parts and activities.
There are two component structure models: simply and grouped one. For better overview the grouped one is preferred and strongly recommended by high number of activities and tasks.
Simple component model example
Grouped component model example
Add new Component
To add new component, click on button “Add Component” in right menu. In a popup window you can choose one of templates and adapt it according your needs or create new one from scratch.
Note: to add part to recommended spare parts first you have to add new part to your part list, see “Add New Part”.
Workhours field is very important. Based on workhours value and time occurrence system approximate the date when activity action should be performed.
There are three options:
- Sync from cloud. The workhours value is bound with cloud data and will be automatically updated when changed.
- From parent component. Useful for subcomponents. The value is bound to parent component.
- In this mode user has to input workhours manually.
In case you have similar unit, you don’t have to create new component from scratch. You can copy and modify existing component. To do it open component’s option menu and click “Duplicate”. Then click “Edit” to modify duplicated component. Note that in many cases you will have to modify also subcomponents.
Move Component to Another Department
In case when your component has been moved to another department you can change department of already defined component.
Activating and Deactivating Components
In case of long maintenance/repair time and components are temporary out of order or you just do not plan to use them for some time you can deactivate component. All activities from deactivated components will not be shown in activity list. You can deactivate and activate component anytime you want.
Subcomponents are subitems or group of items which belongs to main component. Subcomponents avoids duplicate activity descriptions and improves activity identifying.
To add subcomponent, open option menu on right side of component properties and click “Add subcomponent”. Subcomponent contains same fields like component including recommended spare parts and files.
Add New Activity
Activities contains all maintenance actions, can contain only action description as well as specified list of tasks. You can add new recurrent action which will appear periodic as well as single completed task (repair broken part).
To add activity to component, click on “Activities” filed on components properties and click button “ADD ACTIVITY”.
To add activity to subcomponent, click on component name, on subcomponent list click on “Activities” field and click “ADD ACTIVITY”.
Activity Description – short description of action to do
Type – type of action
Service: maintenance, repair, inspection, reminder
- Single – completed or will occur only one time
- Recurrent – will occur recurrently based on action triggers
Priority: critical, high, moderate, low.
- Time (weeks, months, years) – triggers when next occurrence time exceeded. Note: First occurrence time can be shorted in “Next occurrence” field
- Workhours – triggers when number of next occurrence workhours exceeded. Note: First occurrence workhours can be shorted in “Next occurrence” field
Tasks: specified list of tasks to do to complete activity
Comments: additional activity info
Skills, Tools: required tools or skills to perform all activity actions
Files: maintenance report, certificate…
Add Tasks to Activity
Activity task can contain only description of required actions to do or description with specified part to replace. If to complete activity there is a need to replace some parts (oil, filter, brakes…) add each of them as separate task in activity tasks. All parts added in tasks will be reported as part list required to complete selected activities in Activities window.
Add New Part
Parts is a list of items used as reference in activity’s tasks or recommended spare part list. It is recommended to define all removable or commonly used parts in Parts list. Note: change of any part property in a Parts list is referenced to activity’s tasks or recommended spare part list.
To add a part, click button “Add Part” on a Parts Tab.
Recommended Spare Parts
Recommended spare parts display list of spare parts for selected components which are specified in component properties.
To show recommended spare part list open “Recommended Spare Parts” tab and select components from a dropdown list.
To export spare part list to PDF click export PDF on right menu
Activities tab display chronologically all defined activities from “Equipment/My Equipment”. By filtering you can display for example planned activities for next week or see all performed tasks for one or more of your components. Note: Activity date is an estimated date from date and workhours od next activity occurrence.
There are following filter option:
- Status (open, completed, removed): filtering by state of activity
- Date range: (next week , next month, last month…)
- Component: filtering by single component
- Assignee: filtering by responsible person
Assign Activity’s Responsible Person
You can assign responsible person to each activity and export personalized list of tasks for this person. To do it open option menu and click “Assign Person”. You can choose a person from My Company/Employees list.
Mark As Completed
Marking as completed changes activity status from “open” to “completed”. To mark as completed open activity options menu and click “Mark as completed”.
By marking as completed you can add info about performed action:
- Responsible person
- Completed tasks
- What was
- How many parts replaced
- Files: Maintenance report, certificate
To export activity report set filter and click on right menu “Export PDF”. Export pdf includes all filtered activities with details, company logo and address.
Exported file can be used by responsible person as list of tasks to do and Maintenance Report Sheet
To receive automatic emails with activity reports you can set Scheduled Report in a scheduled report tab.
System will automatically send reports based on settings: every week or month to defined recipients.
Based in applied filter, you can get for example at a beginning of the week email with tasks to do this week or end the end of the month summary report with completed maintenance task that month.