Total Productive Management

How a CMMS Supports TPM (Total Productive Maintenance)

TPM strategies were developed in Japan over 50 years ago with the purpose of continuous improvement of equipment effectiveness. Many operations have adopted this philosophy and now require a system to aid in managing it. That is where a CMMS can help. We’re going to go over the 8 pillars of TPM and how a CMMS can help.

Pillar 1: Autonomous Maintenance
Assigning the best resource to the task will allow your team to focus on areas that are best use of their skills.

Continue reading “How a CMMS Supports TPM (Total Productive Maintenance)”
Top 10 Benefits of a CMMS

Top 10 Benefits of a CMMS like Maxpanda

We’ve written about what a CMMS is, including its functionality options such as helping to track and diagnose assets in your organization. Now it’s time to talk about how it benefits you, your team and your facility or organization. This is just a small slice of the pie full of advantages:

Continue reading “Top 10 Benefits of a CMMS like Maxpanda”
Using preventive maintenance software

Asset Metering Setup

Meter Reading

  1. Go to COMPANY menu then select METERING TYPES to define the type of meters to run on your ASSETS such as hours/levels/temp/odometer readings etc.
  2. Edit an existing Maxpanda METER (we provide 6 templates) type or create a new one to fit your needs.
  3. Assign it to your Site or Multi Sites (see the picture).
  4. Edit an asset and assign 1 or more metering types to it (your almost done).
  5. The HOURS example (in the picture) has a trigger set for every 80 hrs. Every 80 hours entered by staff on this asset, a new work order is generated.
  6. Feel free to print the qrcode of your asset. Using our freemobile app (GoMAX CMMS Assistant) staff are able to scan the asset’s QR Code, update the hours and save, using their smartphone.
  7. Each trigger (80 hours) will generate work orders for supervisors/editors/admins to assign to staff for completion.

Auto-pull PM template data into a Metering Work Order

NOTE: This feature uses PM TEMPLATES not PM’s.

1. Create a new PM template
2. Open it and click the checkbox to ACCESS IN METERING
3. Save

1. Add your desired METER reading type to any asset
2. Select your PM template from the dropdown menu
3. Save

CMMS Parts and Inventory Management

CMMS Parts and Inventory Management

Parts

Create a new part

STEPS:

1. Go to your PARTS tab and CREATE PART
2. Fill in required fields:
a. Name – Enter the name of the part
3. Enter all the necessary non-required fields you wish to complete;
a. Part number – Enter any part number associated with the part you’re creating in your Maxpanda CMMS system
b. Quantity – how many parts do you have in inventory?
c. Unit price – the price of the part
d. Minimum level – At which point does inventory require replenishment? By checking in the ‘send email’ box, you will be notified when the inventory of the part you’re creating reaches a certain level.
e. Notes – you may include any notes pertaining to the part
f. Supplier – Select the supplier from the drop down list. If you need to create a new vendor, Please review VENDORS (section 13) by clicking here.
g. Storage location – Select the location in which the part is part from the drop down menu. If you need to create a new location, please review LOCATIONS (section 11) by clicking here
h. Files – any pictures or documents you wish to attach regarding the part
4. Save

You can also edit any building you have created by click on the edit button in VIEW ALL

PART NOTIFICATIONS:

For all Closed/Completed/Cancelled work orders the Company Admin/Editor, Site Admin/Editor will receive a reorder email notification
Update part, Company Admin, Site Admin will receive reorder email notifications

1. Assets
a. While creating Assets, the uniqueness for a record is Site Name + Asset Name.
b. Data will get override for a record if Site Name + Asset Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

2. Bins
a. While Creating Bins, the uniqueness for a record is Site Name + Bin Name.
b. Data will get override for a record if Site Name + Bin Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

3. Building
a. While Creating Building, the uniqueness for a record is Site Name + Building Name.
b. Data will get override for a record if Site Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

4. Location
a. While Creating Location, the uniqueness for a record is Site Name + Location Name + Building Name. In this case we can have same Site Name and Location Name but Building Name must be unique. For example (Maxpanda HQ + Room 001 + Building A) and (Maxpanda HQ + Room 001 + Building B). Both records are new records.
b. Data will override for a record if Site Name + Location Name + Building Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

5. Part
a. While Creating Part, the uniqueness for a record is Site Name + Part Name.
b. Data will override for a record if Site Name + Part Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

6. Vendor
a. While Creating Vendor, the uniqueness for a record is Site Name + Vendor Name.
b. Data will override for a record if Site Name + Vendor Name is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

7. Customer
a. While Creating Customer, the uniqueness for a record is Site Name + Customer Email.
b. Data will override for a record if Site Name + Customer Email is already present in database. Then, it will update other fields for that record. Else it will create a new record for that Site.

CMMS Work Order & PM Calendar

CMMS Preventive Work Order & the Preventive Maintenance Calendar

CMMS Preventive / Calendar

Work request, maintenance requests, piece of equipment, predictive maintenance, pm program, user friendly, maintenance operations, mobile app, maintenance tasks.

Monthly View: Shows all wo’s for each day

Weekly View: Shows all day items at the top and hourly scheduled wo’s

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurrences by day week or month
  • Alter either the pm schedule or future occurrence
  • Change the amount of time allotted to complete the work order
  • Color coded links to show current status

Work Order status colors:

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order. Work request, maintenance requests, piece of equipment, predictive maintenance, pm program, user friendly, maintenance operations, mobile app, maintenance tasks. Mobile device, cmms solution and preventive maintenance scheduling all work together bringing you a simple cmms solution that everyone can learn in minutes. Work request, maintenance requests, piece of equipment, predictive maintenance, pm program, user friendly, maintenance operations, mobile app, maintenance tasks.

Did you know the importance of property maintenance software? Read this blog as it will teach you about it.

CMMS User Role Management

Users

Role Management and permission grid. Maxpanda CMMS has 15 PRE-DEFINED ROLES and are listed in priority

  1. COMPANY ADMIN – full access to the entire app and sites
  2. COMPANY EDITOR – full access to all menu items but cannot access COMPANY Settings
  3. SITE ADMIN – full access to the entire site(s)
  4. SITE EDITOR – full access to all menu items in 1 or more sites with limited setting
  5. SUPERVISOR UNLIMITED – staff allowed to create PMs and close all work orders across multi sites
  6. SUPERVISOR LIMITED – staff allowed to close all work orders across multi sites
  7. STAFF UNLIMITED – your internal maintenance staff allowed to complete work orders
  8. STAFF LIMITED – your internal maintenance staff allowed to complete THEIR OWN/ASSIGNED work orders
  9. VENDOR UNLIMITED – your external contractor/vendor. Can submit new work order requests.
  10. VENDOR LIMITED – your external contractor/vendor. Cannot submit work orders into your account.
  11. SUBMITTER UNLIMITED – can submit new work orders and view all work orders in a Site (keeps people from submitting same issues)
  12. SUBMITTER LIMITED – can only submit new and view their own work orders updated in real time
  13. TENANT UNLIMITED – can submit new work orders and review their own work orders but can see all submitted work orders in a building.
  14. TENANT LIMITED – can only submit new work orders and review their own work orders
  15. VIEWER – can only view a work order assigned to them – wo’s are greyed out and can’t be edited in this mode
  16. GUEST PORTAL USER – can only submit a work order through your guest portal – if a guest enters their email address they will receive WO notification updates

Disabling Users

Because Maxpanda keeps your staff/vendor history forever, the app does not allow anyone to delete a registered user (Maxpanda requires all history to maintain REPORTING). You can only Disable access per users.

What happens when you Disable a user (staff/vendors):
  • revokes login access through username/password/socialplugins
  • removes them from Approved WO’s they’re assigned to
  • removes them from PM’s they’re assigned to
  • removes them from TASKS (PM and WO) they’re assigned to
  • removes them from any PM TEMPLATES they’re assigned to
  • hides disabled users from Vendor and Staff drop-down lists (PM, WO, PM Templates)
  • hides disabled users from multi assign/unassign as well

Using SINGLE SIGN ON (sso)

Steps:

1)  Log into Maxpanda CMMS using your usual Maxpanda credentials.

2) Edit user profile.

3) Select Office 365 ‘Add button’ on the top right hand side.

4) Supply Office 365 user id and password credentials.

5)  When logging into Maxpanda CMMS the next time, click the office 365 button on the login screen entering your office 365 credentials.

Building & Category Groups

Building & Category Groups. How to Manage and Maintain thousands of Buildings.

  1. Building Groups can be set for each individual SITE or COMPANY WIDE.
  2. Assign each building to a Building Group.
  3. If you don’t assign a Building to s Building Group, it will always appear during the work order filter process.
  4. Assign any user to 1 Building Group or multiple Building Groups.
  5. By doing this they only have access (view work orders) to the buildings in that Building Group.
  6. They can only submit work orders to buildings/locations assigned to that Building Group.
  7. Assign people to multiple Building Groups or buildings or locations. You can really get fine grained here.

Using Category Groups

Admins can expand pre-existing Category Groups within Maxpanda to fit their organization’s requirements. A Category Group can be defined as a main Work Order Category which consists of multiple Sub Categories. For example, PLUMBING may be designated as a CATEGORY GROUP where PLUMBING-WATER, PLUMBING-H20 and PLUMBING-PIPING may be 3 desired sub-categories. The CATEGORY GROUP and SUB CATEGORIES are filtered and searched on most Work Order management pages within Maxpanda CMMS making it quick and easy for any USER to filter and view work solely in a sub-department (category) such as PLUMBING-WATER.

Company Admins may define Work Order Category Groups and Categories within the COMPANY / Work Order Categories menu under COMPANY SETUP.

cmms site management

Sites Departments Regions

What are Sites?

A Site (or Department) is an infinite number of Buildings housing unlimited Locations, Assets and Users. All managed by a Site Admin. Sites are able to operate autonomously within the Corporate umbrella and managed by you the Company Admin and/or Company Editor.

Creating a Site
When you first create your company account you will have a default Site called Corporate. The corporate name can be changed anytime to whatever you prefer. This Site is your initial database and depending on your selected SUBSCRIPTION PLAN you are allowed to have 1-100 databases managed by you, the Company Admin/Editor.

To create a new Site:
1. Select SITES menu option from the left-hand menu
2. Select CREATE SITE
3. Give your Site a name and description
4. SAVE. You now have 2 Sites.

You have now created your first Site.

Switching between Sites

When you are viewing a Site you will only be able to view Buildings, Locations, Assets and Work Orders assigned to that Site. Any Buildings, Locations, Assets and Work Orders you create within that Site will be assigned to that Site.

Users can switch between Sites from the drop-down menu located in the upper right corner.

Adding Buildings, Locations and Assets to Sites.

Select the Site you want to add Buildings, Locations or Assets to from the drop-down menu located in the upper right hand corner.

Add a Building
Add Locations
Add Assets
(Already in Tech Doc)

Moving Buildings, Locations, Assets between Sites

To move your Buildings, Locations, Assets between Sites:

1. Select SITES > VIEW ALL from the main menu.
2. Click the blue EDIT button for the Site you want to move your Buildings, Locations and Assets in or out of.

To move a Building/Location/Asset into a Site, check off the Buildings/Locations/Assets you wish to move then click ADD.

The Building/Location/Asset, along with any associated Locations, Assets or Work Orders have now been moved into the new Site.

To remove a Building/Location/Asset from a Site, check off the Building/Location/Asset to want to remove and click REMOVE.

The Building/Location/Asset has now been removed and placed in the default Corporate Site.

Deleting a Site

To delete a Site:
1. Select SITES > VIEW ALL from the main menu.
2. Click the red X for the Site you wish to delete.

Note: You cannot delete Sites that have Buildings, Locations, Assets or Work Orders associated with it.

Assigning Users to Sites

Users can be assigned to multiple Sites with a different user role in each.

To assign User roles and Sites:

1. Select STAFF/USERS > USER LIST from the main menu
2. Click the blue EDIT button

3. Click the ADD button.

4. Assign a USER ROLE and SITE from the drop-down menu

5. SAVE

Viewing Work Orders

To view work orders for a Site:

1. Select the Site from the drop-down menu in the upper right-hand corner
2. Select WORK ORDERS from the main menu
3. Select VIEW ALL
4. To view all work orders from all Sites, select COMPANY WORK ORDERS

Note: You can toggle between Sites by selecting another Site from the drop-down menu.

Guest Portal
a. Activated per Site

Each Site must enable the Guest Portal in order to allow guests to submit work requests within that Site. The Guest Portal is located in the Site menu option. Each Site manages their own guest portal. Guest portal forms do not require username passwords. Guest Portals can be set up to allow scanning of their QR CODE. For example, a nurse or student can scan the GP QR code and submit a new work order request.

Enabling the Guest Portal:

1. Select the Site you wish to enable the guest portal for from the drop-down menu located in the upper right-hand corner.

2. Select SITES > GUEST SERVICES from the main menu.
3. Check the box to enable Guest Services.
4. Enter a code word
5. SAVE

A link will be generated that will then enable guests to submit work orders; simply provide them with the link.

2. Custom Emails Whenever a work order is created, assigned, or its status changes, emails are sent out to users affected. You can customize what these emails say for each category of email.

To customize your emails select Company > Custom Emails from the main menu. Type in what you would like each type of email to say and click Save. Please note: emails are not customizable by Site. All users across all Sites will receive these emails.

cmms pm task checklist

Company and System Setup

The COMPANY tab is only available to the ADMIN(s). Editors or other users can not view Company settings.

Edit – Here you can edit your company name, time-zone, phone number and addressv Current Plan – Edit your current plan, move up or down or unsubscribe
Guest Services – Enable guest to visit your Maxpanda account
Change Credit Card – These things tend to expire
Preferences – change time format
Payments Made – view your payment history
Usage – view your: subscription level, next cycle date, number of work orders in the current month and year, data storage used (with limit), and number of pm work orders, assets, users, attachments and storage you have set up

Reset User Password- security is important

Company Setup Procedures

LOCATION TYPE: Create a new location type by going to LOCATION TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

1. Fill in fields for the new location type;
i. Name – Name of the location type
ii. Sort order (not required) – the order in which you wish to see the location appear in the drop down menu when creating new locations.
iii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
iv. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit. Note: Any locations can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

ASSET TYPE: Create a new asset type by going to ASSET TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

2. Fill in fields for the new asset type;
v. Name – Name of the asset type
vi. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets.
vii. Work order threshold limit (not required) – Enter the number of work order that you feel is normal for a given period below;
viii. Work order threshold period (not required) – Enter the number of DAYS of your threshold limit (ie a vehicle as an asset received oil change maintenance would have a normal
threshold limit of 6 work orders per 365 days). Note: Any asset can have as many work orders regardless of the threshold limit you set. This feature is for conducting reports. See sections 16 for more details.

ASSET STATUS: Create a new asset type by going to ASSET STATUS under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner.

1. Fill in fields for the new asset status;
i. Name – Name of the asset status
ii. Sort order (not required) – the order in which you wish to see the asset appear in the drop down menu when creating new assets and during app use.

INVOICE ITEM TYPE: Create a new invoice item type by going to INVOICE ITEM TYPE under COMPANY SETUP in the COMPANY tab. Then click ADD in the top right corner. Now enter the name of the invoice item type and click save.

INVOICE TAXES: Add or edit the all the tax rates that automatically appear when adding invoices. Note: you can always change these rates when creating the invoices.

WORK ORDER CATEGORY: Add or edit the work order categories you, your team or clients see when creating work orders. Work categories help you filter and group work orders by categories that fit your organization. Each Maxpanda client is different in many ways so let the application fit your needs.

WORK ORDER PRIORITY: Add or edit the levels of work order priorities you, your team or clients see when creating a work order.

cmms calendar

Work Order and Preventative Maintenance Calendar

Monthly View: Shows all wo’s for each day

Weekly View: Shows all day items at the top and hourly scheduled wo’s

The Calendar provides added benefits when working with work orders. These include:

  • Hyperlinks open work orders
  • Drag n Drop work orders from 1 day to another
  • Alter entire pm occurrences by day week or month
  • Alter either the pm schedule or future occurrence
  • Change the amount of time allotted to complete the work order
  • Color coded links to show current status

Work Order status colors:

  • Yellow – pending, you need to approve a new work order.
  • Green means go – you’ve Approved a new work order.
  • Red – Overdue, was not completed or closed in time depending on the due date during the approval stage.
  • Black – Rejected. Add a note for history, the submitter receives this as well.
  • Grey – Cancelled. Maybe there we’re 2 submitted and you simply needed to cancel one.
  • Blue – FUTURE PM. These can only be viewed in the calendar (future dates) or in VIEW UPCOMING list.
  • Pink – Reopened. Maybe you forgot to add an invoice or picture. Go ahead reopen closed work orders.
  • Orange – Completed. This status color is reserved for the RESOURCE or MAINTENANCE ROLE only.
  • Brown – Closed. When the work is done, close the work order.

The Maxpanda CMMS Calendar view also provides instant popup notifications for more details per work order without actually opening the work order.

maxpanda work orders

Unlimited Maintenance Management Work Orders

Maxpanda conveniently organizes your day to day and preventative work orders (wo’s). WO’s are very permission based. The software is dependent on these permissions to allow user view.edit rights. Email and push notifications are also sent per STATUS change. Review this PDF (download it and print it) for detailed email and push triggers.

View All – This is the default list for all your generated work orders. Here you can;
1. Edit work orders
2. Filter work orders to find what you’re looking for
3. Import your work order to excel, adobe, etc
4. Add work orders

View Overdue – Lists all overdue work orders (RED)

This is a very important feature of Maxpanda CMMS system as you can view, edit and filter all of your overdue work orders.

View Pending – You need to approve these work orders. They’re in limbo.
This tab will be a very important page for your administrator, secretary, office staff, etc whom are looking over all work orders within your organization. When work orders are submitted they will need to be approved before they go live to your staff or vendors. To do so, click on the edit button circled.

Once here, your admin user or editor should review the entire work order before approving. It is important to make sure all tasks, staff, parts, etc. are correctly assigned to the work order. The admin/editor can also make changes to the work order. Once he/she has done so, they can either: 1. approve the work order or 2. Cancel the work order

Once it is approved, all involved users will receive email notification regarding the work order. It will then show up on their to-do list.
Create New – Create a new work order. You can do it!
You can submit work orders by clicking on the green ‘submit wo’ at the top of the page, click ADD in the view all menu, or by simply clicking the Submit wo tab.

Steps: 1. Fill in required fields;
a. Title – This is the title in your subject line that shows up in the email sent to all staff involved
b. Category – Select from the drop down menu the type of work order. To learn how to add an additional work order category please see section 18 (company setup) by clicking here
c. Priority – Select from the drop down menu the level of priority. To learn how to add an additional level of priority please see section 18 (company setup) by clicking here
d. Start and end date – the start and end date is automatically set to start on the creation date and end 7 days in the future. You can set these for any dates. Note: Only the admin and editor can change these dates, all other users cannot.

2. Fill-in non-required fields a. Fill in field you feel is necessary for your work order.

Staff Work Orders – Search and organize your work orders by internal resources (maintenance staff). All you need to do is enter the date range and choose which staff you will like to view.
My Work Orders – These are all the work orders you’ve submitted into your account.
My To Do List – You’ve been assigned to these work orders. Let’s get to work.

cmms plan

CMMS Pre-planning & Setup

Most new clients find this following implementation plan to be most effective. Note: it is not required to add any of the following data to your new Maxpanda CMMS Account. You may submit work orders anytime you are ready.

  1. Upon signing in click on (left main menu) – COMPANY and select PREFERENCES. If you want to show time stamps on your work orders choose YES. If you want to create work orders using minutes (i.e. a PM should take 45 minutes and is due today) then select 24 Hour Time Format. Selecting the 12 hour format makes PM scheduling/closing an all day standard.
  2. Click on Company Setup (left main menu) – Maxpanda CMMS comes with the standard Location Type, Asset Type, Asset Status, Work Order Category and Work Order Priority. If you need to add and define your own please do so now.
  3. Add your BUILDINGS – Very important since BUILDINGS are the parents to LOCATIONS & ASSETS.
  4. Add your LOCATIONS – When submitting a work order you can use BUILDINGS to filter thousands of LOCATIONS easily.
  5. Add your ASSETS – Since your LOCATIONS are populated, you and your Vendors will know where the ASSET is location.
  6. Invite USERS – We have 7 roles to choose from when inviting USERS. Simply enter a users email address, select a role and they do the rest.
  7. Add your PARTS – Parts are associated to ASSETS and the inventory/cost is tracked by the system.
  8. Add your DOCUMENTS – If you have pictures of your ASSETS or LOCATIONS etc…it’s time to add those to your library.
  9. Create TASKS – Your TASK library will help you save time when adding new TASKS to wo’s or pm’s for approval. Create as many TASKS you think may occur in your company once and they’ll be available ad hoc. Each TASK TEMPLATE can hold unlimited TASKS, be creative!
  10. Schedule an internal maintenance meeting. Create new processes around your new Maxpanda CMMS Software. Slowly roll them out to your co-workers and vendors.
ITIL Incident Management

Maxpanda ITIL Incident Management

Definition of ITIL Incident Management

ITIL Incident Management is focused on rapid restoration of services with minimal impact to the business operations. The Incident Management process often relies upon temporary workarounds to ensure services are up and running while the underlying problems are investigated and permanent solutions are put in place. The process places more emphasis on restoring the ability to perform the service, than on fixing the underlying problem. Investigating the root causes and fixing the underlying problem is part of ITIL’s Problem Management process. In most cases Incident Management process is owned and executed by the Maxpanda requester/submitter. ITIL Incident Management notification tends to come from users, but IT detection systems can also ring incident alarms. The details of the incident are recorded permanently in the incident management system and gets categorized according to predefined criteria for the purpose of diagnosis and prioritization. Additional details regarding the incident are gathered and used along with tools such as the knowledge base to attempt resolution. Incident service requests are formally managed through a staged process from inception to conclusion.

Implications For Your Business

An incident is any event that is not part of the standard operation of an IT service that causes, or may cause, an interruption in, or a reduction of service. The goal of ITIL Incident Management is to restore normal service operation as quickly as possible with minimum disruption to the business, thus ensuring that the best achievable levels of availability and service are maintained. The Maxpanda submitter will usually play the key role within the ITIL Incident Management process. They are typically the single point of contact, recording and monitoring the progress of Incidents as well retaining ownership of them throughout their lifecycle.

How Maxpanda CMMS Helps

Maxpanda CMMS supports ITIL Incident Management process to ensure that incidents result minimal business disruptions. It further aims to provide meaningful inputs to the Problem Management process that may follow. Maxpanda CMMS makes it easy for end users to report incidents by email or submit requests from Maxpanda CMMS self-service portal. End user can monitor the status of incidents and receive notifications and communications (such as messages requesting further input) while the incident is being worked and resolved. By allowing incidents to be classified and routed automatically or manually to a skill-based queue where they can be addressed by the first available technician with the required skill set, Maxpanda CMMS helps keep the lid on disruptions caused by incidents. Business rules in Maxpanda CMMS apply appropriate priority to incidents that could cause the most harm to the business operations. Maxpanda CMMS also enables end users and staff to report symptoms and conditions that may serve as input to the problem management process. Maxpanda CMMS knowledge management process provides guidance and helps to expedite incident resolution.

saas cmms - software as a service

Software as a Service – Maxpanda CMMS Benefits

Computerized Maintenance Management System

What is CMMS? Well let me just say it’s a Web-Based s software you use over the internet with a web browser. You don’t have to install any CDs, download any software, or worry about upgrades. If you use an online bank or web-based email program like Gmail, Hotmail, or Yahoo then you’ve already used web-based software before.

And why is it better for your business or organization?
When you use web-based software you don’t have to worry about anything technical — you can just do your work. We handle all the security, 100% uptime monitoring, backups, software upgrades and other “I.T. Guru” stuff. You can stay focused on what you’re good at and we’ll handle the rest.

Our Web-based software is the safest
With installed software, people save their data on their own computers. It’s not the smartest choice, especially if you do not have a full team of I.T. experts. Loss data accumulates over time, computers are never backed up. When you use Maxpanda’s web-based software (software as a service – saas), your data is stored on AWS‘s ultra secure, always-updated, backed-up daily enterprise-class servers located in 16 state-of-the-art data centers across North America. Why 16? If a primary server ever goes down your data and traffic is automatically routed through to the 2nd, 3rd and so forth. You will always have access to your data “24/7” anywhere around the world..

Everything together in one safe place
A key advantage to web-based software is that all your data is centralized and accessible over the web from any computer at any time. You can’t leave something on the wrong computer since everything is stored in one place on the web. You can get to it from anywhere. Safe, secure, and password protected, of course.

Your data is automatically backed up, it’s in the CLOUD
All data is stored in multiple locations for additional redundancy. You could say our backups have backups. In fact, Amazon’s web services are HIPAA compliant.

Your data is safe and secure with us
Our state-of-the-art servers are protected by biometric locks and 24-hour surveillance. Our software and infrastructure is updated regularly with the latest security patches. The traffic on our network flows behind an enterprise-class firewall to keep your data safe. We handle the I.T. you handle your work orders. Data security is our #1 priority and as such your data is on the Amazon Cloud. Amazon Web Compliance: Compliance Docs. Compliance whitepaper: Whitepapers. Security webpage: Security is our #1 priority. Security whitepaper: Security is our #1 priority. HIPAA Webpage: HIPAA References. HIPAA whitepaper: HIPAA Whitepaper

any browser smartphone tablet

You’re always using the latest and greatest Unlike traditional software that requires you to download and install updates yourself causing time delays, Maxpanda Computerized Maintenance Management System products are updated automatically. Each time you securely log into our cmms software you’re always using the latest and greatest version (view top left version in your dashboard).

There’s nothing to install, ever – I.T. departments love us!
With Maxpanda Computerized Maintenance Management System there’s nothing to download or install. Just log in with the web-browser you already have such as Firefox, Google Chrome, Internet Explorer, Opera or Safari. It’s just like your online bank or web-based email program. Easy, fast, safe and familiar! You can work from home or on the road. When you use Maxpanda Computerized Maintenance Management System your maintenance office is everywhere and data is accessible anywhere with internet access or data plan.

Regularly-updated infrastructure
Our software infrastructure (backend as they say) is updated regularly with the latest security patches. Our products run on a dedicated network which is locked down with firewalls and monitored 24/7 to keep any type of dragon at bay.

Browser compatibility Maxpanda CMMS works on any mobile device and all major desktop browsers. We love Firefox and Google’s Chrome but the choice is yours. Our software supports all modern web browsers (PC & Mac) including Firefox®, Safari, Google® Chrome, Opera & Internet Explorer. While we strive to give every Product a seamless near-identical experience across each of these browsers, it is impossible to compensate for the lack of web standards in some of these browsers; particularly with Internet Explorer. Don’t forget, Maxpanda works on any iOS or Android tablet and smartphone in the world.

facilities management program

Unlimited Preventive Maintenance Shared Library

The PM Library is your list of all system generated preventative maintenance work orders towards a location (bathroom, unit, building, garage etc..) or asset (any type of equipment). The PM Library is very powerful allowing you to create a full featured preventive schedule and letting the application do the rest. Full email and push notifications are handle through the app leaving the ADMIN to simply review COMPLETED work orders and CLOSE them off.

Step by Step to creating your 1st PM

  1. Select PM LIBRARY within your dashboard menu then CREATE NEW PM
  2. The PM is setup in 2 parts. Part 1, 1st page:Title – Input a short title to reference your pm. The title is also the subject line in all outgoing email and push notifications.Work Order Category – This list is edited by the ADMIN in COMPANY SETTINGS and used to group work orders into a defined category.Priority – This list is edited by the ADMIN in COMPANY SETTINGS and used to group work orders in priority such as Urgent, Medium, Service Level Agreement etc…

    Generate Work Orders – You may pause the generation of pm work orders.

    All Day Task – If selected this means a STAFF or VENDOR has until midnight to COMPLETE the work. If unchecked, you can specify the duration of the work in minutes.

    Contact Email – Sometimes you don’t want to invite a contractor or staff into your account as a new USER. Use this field to add an external person to the work order and receive notication through email. Using semi colon, you may add multiple people to a work order.

    Short Description – Use 3-4 keywords to describe the work. In the future your STAFF and/or VENDOR will not require reading the entire Notes.

    Notes – Use notes to write up your PM requirements clearly. Notes can be step by step todo items regarding the PM by the manufacturer.

    Files – Alternatively you may attach unlimited files to a PM. These can be O & M manuals, Images, Office docs and even audio files. The attachments are always available within the pm for review by the staff/vendor.

    Save – Once you have completed all the data requirements click SAVE and move to step #2.

  3. PM Setup Part 2:The entire PM is part of a 5 page according. We are now on page 1 of 5 sections. Assign assets, locations, parts, staff and vendors to the scheduled pm. You have a choice, either do this now or when the PM is generated. Since pm’s are system generated and auto APPROVED (green) you should do this now.PM Assets – This will be the dropdown selection for all your equipment/assets in your database. For example, if you schedule a monthly oil change on your truck the asset is your truck.

    PM Locations – This will be the dropdown selection for all your Locations in your database. Use BUILDINGS to group locations making it easier to filter through hundreds. By typing in any letter, Maxpanda auto filters your lists alphabetically.

    Parts – You have a choice here. Pre-assign parts when creating your ASSET list (assigning parts to each asset) or assign parts at the pm level. If you assigned parts to an asset previously you do not need to add the part within the pm, Maxpanda CMMS handles that for you. As parts are assigned to pm’s, they are available for consumption when the work order is completed by staff/vendor and inventory is auto managed by the app.

    Assigned Staff – If you assign the pm to an internal maintenance staff at this point they will always receive the generated pm, email and be assigned to it in their work order list.

    Assigned Vendor – If you assign the pm to an external vendor/contractor at this point they will always receive the generated pm, email and be assigned to it in their work order list.

  4. PM Setup Part 3, The Schedule:Recurrence pattern – Maxpanda CMMS mimics Microsoft Outlook Scheduling system making it familiar to you. Create a pm work schedule daily, weekly, monthly, yearly and in any permutation.Range of recurrence – A recurrence is a new system generated work order. You can create an endless schedule or define how many occurences you want to generate. In the above example we see a pm wo will generate every 2 months (1st Monday of each Month) and for 6 times. Meaning our PM was for a 1 year period on a location or asset.
  5. PM Setup Part 4, PM Tasks:Tasks – It is for your benefit to pre-assign TASKS (created by you in your TASK LIBRARY) to your PM’s. Tasks can be ordered in priority and assigned to various staff/vendors. You as the admin can create tasks that must be completed before the pm is closed. Each task can hold unlimited items to be completed by staff/vendors. Tasks are powerful and allow the admin to ensure all work has been completed for the pm. Get creative, create multiple Tasks now to see how they fit into your organization.
  6. PM Setup Part 5, PM Attachments:Attachments – Attach working drawings, schematics, O & M manuals, Images, MP3’s, Office documents to your pm’s. These items are visible to everyone you assign to the pm. Staff/Vendors can even update the files or take new pictures using smartphone/tablets and add to the pm or work order. Great for condition reporting on assets/locations.
  7. PM Setup Part 6, PM Occurrences:
    Maxpanda CMMS stores every generated work order for each of your pm’s within your pm template giving you quick access to all your historical data conducted on a location or asset. In this example we can open up each work order generated from this pm as far back as October 2013 allowing us to review the history of the entire wo.