CMS Tech App

This How-To will explain, in detail, how to utilize the CMS Tech mobile application (available for Apple and Android)

Navigating CMS Tech

Login to CMS Tech using your CMS Site-code, Username and password.

By default, the screen will open to the Work Orders module with the My Work Orders saved search being displayed.

CMS Tech – “Hamburger” Options

The “hamburger”   button will be present in the top, left-hand corner of the Menu Bar

Scan & Find

This mobile tool will help reduce time Users spend trying to locate or search for Work Orders.  Users can scan an Asset or Location barcode to locate Work Orders associated with the Asset/Location and generate new Work Orders from Procedures assigned to the Asset.

To use this tool, select which search options you would like the program to utilize by toggling the options with the blue arrow box . 

Search First On - select Asset or Location.  This decided what list of data the search will scan first to locate the Work Orders. 

If Asset is selected, it will search first for the Asset Number from the Assets module.  If no results are returned, it will then search the Barcode field of Assets.  Lastly, if no results the search will then compare to the Barcode field in Locations

If Location is selected, it will search the Barcode field of the Locations module.  If no results are returned, it will then search against the Asset number in the Assets module, and then the Asset Barcode if still not found

Device Only – this toggles whether the search will conduct online or from local device storage.

• When enabled , Assets and Work Orders are only searched from local storage (ie:  My Work Orders, My Assets)
• When disabled , Assets and Work Orders are searched directly from the CMS database for that Facility
• Locations are always searched from local storage since all relevant locations will already be loaded by CMS.  Work Orders for the location will still be searched locally or from the database based on this setting

Open WO if Only 1 Found – if the search only returns one result, it will automatically open to the Work Order edit screen

• When enabled  

Now, when you have arrived at a piece of equipment and want to search for any OPEN (Active, Pending) Work Orders, scan the Asset Barcode into the Find field and click !  If scanning the barcode and not typing, the search will start automatically.

Information about the Asset will be displayed on the left-hand side of the screen and the Open Work Order(s) count with Next PM Generation Date, if applicable.  The bottom of the page will display all Procedure Schedules assigned to the Asset.

There will be 3 options available from this screen when the search returns multiple Work Orders. 

View Open Work Orders for this Asset – clicking this option will open the Work Orders Search grid page with the results of the search being displayed

Create Work Order for this Asset – this option will open the create Work Order screen and the Asset will be populated in the Assets area

Edit this Asset – clicking this option will open the Asset edit screen

Scan & Find – Procedure Schedule Work Order Generation

A new feature added to the Scan & Find module is the ability to manually generate Work Orders from the list of Procedure Schedule assigned to an Asset.

First, there are two Permissions in the Admin Console to enable to have access to the mobile, manual Procedure Schedule generation in CMS Tech. 

Open the Admin Console, navigate to  , then under the  select the User Role you would like to permit to manually generate Work Orders. 

Next, from Procedures tab, confirm that on the Procedure Schedules line the View settings are set to ALL.

Then, at the bottom Procedure Schedule Edit/Mass Edit tab, confirm that the Allow Manual Generation setting is set to ALL.

If you don’t have access to the Admin Console contact your facility’s CMS administrator to setup the appropriate level of access.

Using the Scan & Find module, search and locate the desired Asset.  At the bottom of the page all Procedure Schedules assigned to the Asset will be displayed.

Click/tap the gear icon to generate a new Work Order, similar to the functionality in CMS4.  However, if generated via CMS Tech the Work Order will automatically be assigned to the user that manually generated the Work Order.

Work Orders Module

The Work Order module is the most popular module in CMS.  From this area Users can complete procedures and readings, assign and request materials, add photo attachments, open and close Work Orders, show icons on floor plans via CMS View (contact Sales for more information 412-567-4070 ext. 118) and much more.  CMS Tech offers the same features as CMS 4.0 plus additional mobile advantages. 

Menu Bar

There are a host of tools in the Menu Bar and the Tool Bar that can be utilized in the Work Order module.

 

“Hamburger” Button

If you navigate to a different module and wish to return to the Work Orders module, simply click the “hamburger” icon on the top, left-hand corner of the screen and select from the list of option.

 

Create New Work Order

Click the icon to open the Create Work Order screen.  All required fields will be highlighted in red with red text.

 

Work Order Search

Click the Search icon to open the Work Order search screen.  The Search functions the same as the CMS Work Order Search but is consolidated vertically to fit a mobile screen. 

Scroll down to see the remaining Requestor, Date and Asset search field options. 

After entering Work Order Search criteria click SEARCH!

OR

Once you have entered the search criteria you can create a SAVED SEARCH.  Click the Save button and fill out the form that appears at the top of the screen.  This will open the prompt to add a Search Name and Description.

Enter a Search Name and a brief Search Description.  Clicking the Public Search slider to the highlighted green will make the Saved Search available to all Work Orders users.

Leaving the Public Search slider white will create a Private Saved Search, only available to the User that created the Search.

Sync Button

The Sync icon will refresh the current screen to display up-to-date information or changes that have been made in the Work Order list. 

When working offline, the Sync icon will appear yellow and un-synced changes will be logged by a red number  onscreen.  Click the red number to view previews of the changes that were made.

 

User Profile  (click on your User Name)

The User Profile options are available in the upper, right-hand corner of every CMS Tech module, similar to CMS.

Select an , or Status from the My Status options. 

To view a current log of your Users hours click  .

Clicking on the Edit Pencil will open the Work Order Edit screen where you can locate and edit the Time Charge.

To view your User Profile, click on the My Profile button.  This screen will display Your Profile Summary, Contact Information, Facilities (Segments available to the User) and User Settings to adjust Filter and Lookup Options.

 

Tool Bar

The Work Orders Tool Bar contains customizable options and helpful tools to navigate the module quicker.

Saved Search

When logging in to CMS Tech for the first time, the default landing page will be the Work Orders module, with the “My Work Orders” Saved Search displaying Work Orders assigned to the logged in User. 

Clicking the button will open the list of available Public and Private Saved Searches.

Select a Saved Search and click , this will run the search and display results.  NOTE:  when a Saved Search is selected, that search will now be defaulted to that search when logging in. 

Column Options

The button opens a list of available fields that can be added to the screen view. 

Changing the sliders on the right-hand side to green will enable the field(s) on screen.  After selecting the desired fields, click and the columns on screen will automatically update.

Filter Capabilities

To locate Work Orders more quickly and easily, utilize the Filter options that are available.  The available fields to Filter on are:  Priority, Status, Location, Category, Trade, Date Created, Date Modified and Needed By Date.

Click the Filter button and the Filter options will be displayed as an addition to the bottom of the Tool Bar.

Select Specific Field Filters

Click on the Add Filters to open the list of available options.

Next, open the options to begin adding your filters.  These filter options will be the same as the field options when creating or editing a work order.

For instance, if you want to Filter on a Pending Status and an HVAC Trade, click on Status to open all of the drop-down of options, then click on the desired Pending Status. 

Click the Back button at the top to return to the list of fields to select additional filters, then select HVAC from the Trades list.  When Filters are selected, they are automatically applied to the list of Work Orders. 

Filters that have been applied to the Work Order list will appear in the Tool Bar.  There is no limit to the number of filters that can be applied to a Work Order list. 

To remove the Filter(s) click on the  icon next to the Filter description.

Type or Scan to Filter

This filtering tool will search through the Work Order list for text or numbers entered in the field.  Type data into the field or use the built-in device scanner or Bluetooth scanner to enter data into the field.  Type or Scan to Filter can work in conjunction with the Add Filters options as well. 

As text or numbers are entered into the field the Work Order list will narrow in live-time as additional letters/numbers are typed.  The enter key will engage the search.

For example, from the search you have conducted you are interested in viewing any work orders related to a leaking issue.  Type “leaking” into the Type or Scan to Filter field and the results will be narrowed down.

To remove the filter, click the icon to the right of the field OR backspace the text/numbers out of the field.

 Tap or Click to Filter

There are column options in CMS Tech, like CMS 4.0, that allow you to click or tap on field information displayed in the search results grid to create a Filter.  The text font in the columns will be displayed in a BLUE color if the data is a Filter-capable option.

When clicking to create a Filter it is important to note that results will only return for EXACT MATCHING DATA.

For example:  to quickly filter a search results list for “Pending” Status Work Orders list, in the Status Column click on the word “Pending” and results will automatically filter to only the Work Orders with the exact “Pending” Status.

The Filter capable columns are:  Asset Number (not description), Work Order Description, Priority, Location, Room #/Area (Location Free Text), Category, Status, Trade, Cost Center, Requestor Name, Requestor Email, Requestor Phone, Scheduled Date, Asset Classification and Assignments.

To remove the Filter(s) click on the  icon next to the Filter description.

Grid View

The Grid icon is a display or view option.  Work Order screen is setup in a grid fashion.  This is the most commonly used CMS Tech display option.  (grid lines for display only, not shown in Tech)

Cards View

The Cards icon is a display or view options.  This will display the Work Orders in block fashion with Work Order information being displayed vertically.

CMS View

This display option is used in conjunction with your facility’s floorplans and visually represents where an Asset or Work Order is located.  This can drastically reduce the time it takes for Technicians to locate exactly where a Corrective Maintenance issue might be, or locate an Asset that has been reported as malfunctioning.

This screenshot shows the location of Service Request Work Orders.  Click on the SV icon to open the Work Order edit page directly from the floorplan!

If interested in adding CMS View into your CMS Suite of products, contact our Sales Department to setup a full demo!  Call our Sales Team 412-567-4070 or email [e-mail].

Editing and Completing Work Orders

The ability to edit Work Orders on a mobile application platform (iPad, phone, tablet, laptop) removes the necessity of printed records, allows technicians to complete Work Orders and readings electronically, and in areas with low internet service allows for technicians to load their list of work orders and work in offline mode.

To edit a Work Order, click the pencil icon.  The Work Order edit screen will work the same as the CMS edit screen, but will be displayed in a vertical, scrolling layout. 

Work Order Tabs

There are several tabs on the top of the Work Order:  Edit, Review, Notes, Complete, CMS View and Sign. 

Edit Tab

The edit tab is where all edits are made to the Work Order.  This is tab where almost all work is done in CMS Tech.  Required fields will be highlighted with red text.

Create time charges, add attachments, complete procedure readings etc… and Save.

Review Tab

This tab shows a summary of all the Work Order information on one screen.  These fields cannot be edited from here.

 

Notes Tab

This tab work the same as the Notes tab in CMS4.  At General, Requestor or Completion Notes and view all other Notes made in the Work Order, such as Materials and Time Charge Notes. 

 

 Complete Tab

This tab will display Procedure Readings, Time Charges, and any fields that are required to Complete the Work Order.

At the bottom of the page, click the Complete button. 

 

This will display yellow text showing the exact fields that are required to complete the Work Order.

In the above example there are Procedure Readings that need satisfied, and a Completion Comment is also required to Complete the Work Order.  The button will be disabled until all requirements are fulfilled.

CMS View

If your Facility has a subscription for CMS View, this tab will show the location of a Work Order if it is associated with an Asset that has been placed on your floorplan.

In this example, the blue Inspection icon shows exactly where the item that needs inspected is shown on the Facility’s floorplan.

Work Order Form Shortcuts

The left-hand side of the screen shows shortcuts to the different CMS Work Order information portals.  These shortcuts correspond with the CMS Work Order portals.  While the function is the same, the look is slightly different. 

Requester Information

  - this shortcut will take you to the Requestor info portal of the Work Order

 

Attach an Asset(s)

- this shortcut will take you to the Assets portal where you can add applicable assets to the Work Order

If you know the asset number you would like to add to the Work Order, enter it into the field and click .  The asset will automatically be added to the Work Order. 

OR

Clicking the will allow you to select from a list of Assets that are assigned to the user.

If you don’t know the Asset number or the Asset is not assigned to you, click the button to open the full Asset Search screen. 

Enter the Asset criteria that you are looking for and click .  This will return a list of Assets to select from.

Clicking on the desired Asset will add it to the Work Order.

Multiple Assets can be added to a work order by repeating the same steps. 

If changes to the Asset are required, users can open the Asset Edit screen by clicking the edit pencil next to the Asset.  This will open the Asset Edit screen on top of the Work Order screen.

To remove an Asset from the Work Order, click on the trash can icon, then confirm the removal by clicking  from the prompt.

Test Equipment

- this shortcut will take you to the Test Equipment portal of the Work Order.  Click on the drop-down to select from a list of your Facility’s Test Equipment.

Using the search bar at the top of the list will filter the results.  Click on the desired piece of Test Equipment and it will be added to the Work Order. 

Click the edit pencil next to the Test Equipment to make any edits.

To remove a piece of Test Equipment, click on the trash can icon. 

Assigning Persons or Teams to a Work Order

- this shortcut will take you to the Assignments portal of the Work Order where you can assign individual Person(s) or specified Team(s).

To add an assignment, click on the drop-down to open the list of Persons or Teams.  User the filter bar at the top to quickly narrow your search.

Once you have found the individual or team, click on name, then click or to add the assignment to the Work Order.  When a Team is selected and saved, the individual Team member names will be displayed when added to the Work Order.

The blue buttons next to the Assignment names are for sending notifications to the Assignees. 

• - this button will open a prompt to send a notification to a mobile phone or pager number.  You can edit the message in the text field.

  

• - this button will open a prompt to send an email notification to an Assignee

  

If user permissions allow, you can remove Assignees by clicking the trash can icon.

Procedures & Procedure Readings

- this shortcut will take you to the Procedures portal of the Work Order.  You can complete the Procedure and/or Procedure Readings from this page or from the Complete tab at the top of the Work Order.

 

Work Order Attachments

- this shortcut takes you to the Work Order Attachment portal where you can attach photos and/or documents from your mobile devices.

On laptops and mobile devices, there is an additional option to take and upload a photo, as well as upload photos and documents saved on the device.

After selecting the document to upload, add a brief Description of the Attachment. 

**NOTE:  an Attachment will not save without including a Description.

Similar to CMS, there is an option to automatically print the attachment if/when the Work Order is printed.  Use the toggle to enable the feature.

After selecting the photo or file and adding a Description, you must click the button to successfully attach the file.

**Files do NOT attach automatically!  You must click SAVE ATTACHMENT!!!

Time Charges

 - this shortcut will take you to the Time Charges portal to enter labor charges to the Work Order. 

Select a date and manually enter the hours worked, toggle the Billable option if required, and enter a Time Charge Note (optional).  Then click  to save the new Time Charge.

**NOTE:  in your Admin Console > Facility Configuration > CMS Tech settings you can set the Time Charges to begin automatically when the Work Order is opened by checking the box for “Enable Automatic Time Charge Calculation.”

Materials & Requisitions

- this shortcut will take you to the Materials portal of the Work Order where you can Charge Materials and Request or Order parts needed to complete the job.

Stock Material Charge

This is used to charge parts or items that are held on “stock” in your facility.

Example:  a plumber needs a fitting that keep on stock in the storeroom to complete a repair on a leak. 

To charge a part that is available in your facility’s stockroom to the Work Order begin by selecting the Material Type of .  Then select which Warehouse (name of where the part is being held as stock) the part is inventoried by clicking the dropdown to open the list of available Warehouses.

Then, type in the Item Number (part number) in the field, if it is available to you.  If you do not know the part number, click the search icon to open the full list of available parts in the Warehouse.

Use the Material Number & Description field as a type-to-filter or use the Category dropdown to help narrow the search results.  When you have found the correct Part/Material, select it from the list.  This will populate the Unit Cost field.  (data entered in the Materials module for the specified item)

Next, insert the Quantity of the part that you need.  For this example we will need only 1 of the ¾” – Elbow fittings.  As you enter a Quantity, the Total Cost (below Unit Cost) will reflect the total amount being charged to the Work Order.

If desired, enter a Material Charge Note and then click to create and apply the Material Charge to the Work Order.

 

Non-Stock Material Charge

This is used to charge an item that is NOT held on “stock” at your facility. 

Example:  A technician is working on a repair but needs a specialized tool to complete the designated work.  There are no extra tools on-hand and the technician is instructed to go purchase the item from a hardware store.

To charge this item to the Work Order select the Material Type of   and fill out the remaining fields.

In the Non-Stock option, the Unit Cost will NOT auto-populate.  The user will need to manually input the cost of the part/item.

After filling in the fields click  and the part/item will be charged to the Work Order. 

REQUEST Part – Create Requisitions with Line Items

Use the button to use request a specific part or item to be used to complete the repair or work associated with the Work Order.  The Request Part is used in conjunction with the Materials and Requisitions modules in CMS4for material tracking. 

To request a part/item from an internal source.  Click the  button to open the Issue To:  Work Order screen, also know as the Requisition create screen in CMS.

Enter a unique Requisition ID number in to the required field. 

Then select a Category.  Like the Work Orders and Assets module, selecting a Category may add/remove udf fields.  In this example the Category of “Internal Request” added two additional udf fields to the form:  Date Needed and Why So Fast.

Next, select the Status for the Request and fill in all required fields. 

After entering all pertinent information click the button.  This creates a new Requisition, the top of the form will display the information from the form where the bottom holds where the line items are added.  Add the necessary parts as Line Items by following the same steps as adding Stock or Non-Stock Materials to the Work Order. 

Select the Warehouse, Item Number, Order Quantity and Notes.  *Unit Cost will populate if the price has been set for the desired part/item in the Materials module. 

After adding all the required Line Items (parts needed for work/repairs) close the Requisition screen.  A new field will appear below the Work Order Materials displaying the Parts on Order. 

Use the edit pencil to open the Requisition screen and edit the Line Items (parts/materials) if changes need to be made.

Once the Parts/Materials have arrived in your possession you can use the arrow to open the Material Receipt screen.  From this screen you can receive some or all of the ordered Line Items and they will then be charged to the Work Order. 

Enter the amount of the Item you would like to charge to the Work Order in the Received field then click .  The Material Charge will be added to the Materials portal of the Work Order and the Parts on Order line will no longer appear.

ORDER Part – Create Requisitions with Line Items

Use the button to use request a specific part or item to be used to complete the repair or work associated with the Work Order.  The Order Part is used in conjunction with the Materials and Requisitions modules in CMS4 for material tracking when ordering part/materials from outside Vendors.

To request a part/item from an internal source.  Click the button to open the Issue To:  Work Order screen, also known as the Requisition create screen in CMS4.  This screen is slightly different than the Request Part screen but is filled out the same way. 

Start by entering a unique Requisition ID number.  The Description field will be automatically populated with the Work Order number and Work Order Description but can be edited to include other pertinent information.

Next, select a Category and a Vendor from the drop-down lists. 

Then select a Vendor from the list.  If the Vendor is not on the list, new Vendors can be added in the Companies module.   

After you have selected a Vendor you will have the option to select a Vendor Address associated with the Vendor.  Vendors can have multiple addresses.

Next, if required, entera Tax Rate (%) and fill out all remaining user-defined fields that might be relevant to the Requisition. 

After all the fields have been filled, click to create the Requisition. 

Follow the same steps to attach line items, receive the parts/items and charge the Materials to the Work Order.

Linked Work Orders

- this shortcut will take you to the Linked Work Orders portal of the Work Order.  This portal displays all Work Orders linked with the open Work Order and their association.

This example shows 1 Linked Work Order that is a child of the Work Order currently open.  To edit the Child Work Order, click the edit pencil and the Child Work Order will open on top of the current screen.

The button will duplicate the information on the current Work Order and create a brand new Work Order that will be automatically linked as a child. 

Complete

- this shortcut will take you to the Comments/Completion Comments portal at the bottom of the Work Order screen. 

Click the Complete button and Save when finished with the Work Order. 

If there are unsatisfied requirements to complete the Work Order the validation messages will be displayed at the bottom of the page in yellow. 

Assets Module

The Assets module in CMS Tech allows you to manage your asset data from a mobile platform.  Create New Assets, edit or update existing Assets, and view Assets on a floorplan if your facility subscribes to the CMS View platform. 

Navigate to the Assets module by clicking the “hamburger” icon on the top, left corner of the screen.  Then select “Assets”

Menu Bar

Like all modules in CMS, the Menu Bar contains a host of useful tools to help manage the inventory of your facility’s Assets.

“Hamburger” Button

If you navigate to a different module and wish to return to the Assets module, simply click the “hamburger” icon on the top, left-hand corner of the screen and select from the list of options.

 

Create New Asset

Click the  icon to open the Create Asset screen.  All required fields will be highlighted in red with red text.

 

Asset Search

Click the Search icon to open the Asset search screen.  The Search functions the same as the CMS Asset Search but is consolidated vertically to fit a mobile screen. 

After entering Asset Search criteria click SEARCH!

*NOTE:  you cannot create an Asset Saved Search from CMS Tech

Sync Button

The Sync icon will refresh the current screen to display up-to-date information or changes that have been made in the Asset list. 

When working offline, the Sync icon will appear yellow and un-synced changes will be logged by a red number onscreen.  Click the red number to view previews of the changes that were made.

User Profile  (click on your User Name)

The User Profile options are available in the upper, right-hand corner of every CMS Tech module, similar to CMS.

Select an , or Status from the My Status options. 

To view a current log of your Users hours click  .

Clicking on the Edit Pencil will open the Work Order Edit screen where you can locate and edit the Time Charge.

To view your User Profile, click on the My Profile button.  This screen will display Your Profile Summary, Contact Information, Facilities (Segments available to the User) and User Settings to adjust Filter and Lookup Options.

Tool Bar

The Assets Tool Bar contains customizable options and helpful tools to navigate the module quicker.

Saved Search

When entering the Assets Module the landing page will default to the Saved Search of “My Assets”. 

To use and view other Saved Searches click on the button to open the list of available Public and Private Saved Searches.

Select a Saved Search and click , this will run the search and display results. 

** NOTE:  when a Saved Search is selected, that search will now be defaulted to that search when logging in. 

Asset Saved Searches must be created in CMS, NOT CMS Tech!

 Column Options

The  button opens a list of available fields that can be added to the screen view. 

Changing the sliders on the right-hand side to green will enable the field(s) on screen.  After selecting the desired fields, click and the columns on screen will automatically update.

Filtering

To locate Assets more quickly and easily from a list, utilize the Filter options that are available.  The available fields to Filter on are:  Status, Location, Category, (Date) Created and (Date) Modified.

Click the Filter button and the Filter options will be displayed as an addition to the bottom of the Tool Bar.

Select Specific Field Filters

Click on the Add Filters to open the list of available options.

Next, open the options to begin adding your filters.  These filter options will be the same as the field options when creating or editing an Asset.

For instance, if you want to Filter on Assets in the search list with a Status of “In Use – Needs Repaired” click on  to open the available fields.  Then click on to open the list of Status’ in the Asset Module. 

Click the button at the top to return to the list of fields to select additional filters.

Filters that have been applied to the Asset list will appear in the Tool Bar.  There is no limit to the number of filters that can be applied to an Asset list. 

To remove the Filter(s) click on the icon next to the Filter description.

 Type or Scan to Filter

This filtering tool will search through the Asset list for text or numbers entered in the field.  Type data into the field, use the built-in device scanner, or Bluetooth scanner to enter data into the field.  Type or Scan to Filter can work in conjunction with the Add Filters options as well. 

As text or numbers are entered into the filter field the Asset list will narrow in live-time as additional letters/numbers are typed. 

For example, from the search you have conducted you want narrow the results to display only refrigeration equipment.  Type the work “refrigerator” into the Type to Filter field.  The search results will then only display results including the word “Refrigeration” in the displayed column data.

*NOTE:  The Type to Filter is NOT restricted to the Description column!  If the keyword is located within the displayed columns, it will appear when the list is filtered. 

To remove the filter, click the icon to the right of the field OR backspace the text/numbers out of the field.

 Tap or Click to Filter

There are column options in CMS Tech, like CMS 4.0, that allow you to click or tap on field information displayed in the search results grid to create a Filter.  The text font in the columns will be displayed in a BLUE color if the data is a Filter-capable option.

When clicking to create a Filter it is important to note that results will only return for EXACT MATCHING DATA.

For example:  to quickly filter a search results list for Assets with the Room/Area Location of “Roof” click/tap the word ROOF from the Room/Area column.

The Filter capable columns are:  Asset Description, Manufacturer, Model Number, Serial Number, Asset Status, Asset Category, Location, Room/Area, Priority, Trade, Cost Center, Warranty Start (Date), Warranty End (Date) and Next PM Due.

To remove the Filter(s) click on the icon next to the Filter description.

Grid View

The Grid icon is a display or view option.  Asset screen is setup in a grid fashion.  This is the most commonly used CMS Tech display option.  (Grid lines for display only, not shown in Tech)

Cards View

The Cards icon is a display or view options.  This will display the Assets in a block style with Asset information being displayed vertically.

CMS View

This display option is used in conjunction with your facility’s floorplans and visually represents where an Asset.  This can drastically reduce the time it takes for Technicians to locate exactly where an Asset is located.

This screenshot shows the location of all the Assets that are located on the 1^st Floor of the Bettis Cancer Tower.  Assets can be displayed by selected Asset Categories or All Assets located on the floor.

When an Asset is assigned a Procedure to generate Work Orders, the Work Order icons will appear on the floorplan where the Asset is located!

If interested in adding CMS View into your CMS Suite of products, contact our Sales Department to setup a full demo!  412-567-4070 or email [e-mail].

Creating and Editing Assets

CMS Tech makes it easy to manage your facility’s inventory of Assets.  From outlets to air handlers use CMS Tech to quickly search and edit information from a mobile device. 

To edit an asset, click edit pencil next to the Asset you would like to update.  This will open the Asset Edit screen.

 

Asset Edit Screen Tabs

There are several tabs available at the top of the Asset edit screen that can be useful when managing your facility’s assets.

Edit Tab

The Edit Tab is where all Asset information is gathered and edited.  Update manufacturer, location, warranty and contact information, add attachments and link assets together.

Review Tab

This tab shows a summary of all the Asset information on one screen.  These fields cannot be edited from the Review Tab.

*NOTE:  CMS Tech via laptop will display   a  option in the upper right-hand corner of the asset form.  This option is NOT available on the mobile devices.

Notes Tab

The Notes tab contains any notes made for the Asset.  This tab is connected to the Notes portal on an Asset in CMS.

The Notes tab is connected to the Notes portal on the Asset record in CMS.  Notes cannot be edited from CMS Tech, to edit a Note open the Asset in CMS.

 *NOTE:  The Notes on the Asset edit screen and this Tab are NOT CONNECTED.  Notes made on the Asset edit screen WILL NOT be displayed in the Notes Tab.

 

CMS View

If your Facility has a subscription for CMS View this tab will show the location of an Asset on the floorplan layout.  If an Asset has a Procedure Schedule associated with it the Work Order generated for the Asset will appear in the same location on the floorplan.

CMS View is a great tool for new employees getting acquainted with the layout of your facility!

If interested in adding CMS View into your CMS Suite of products, contact our Sales Department to setup a full demo!  Call our Sales Team 412-567-4070 or email [e-mail]

History Tab

The History Tab displays Work Order history for the Asset.  Any Work Orders that have contained the open Asset will be displayed in this tab by Work Order number, Description, Status and the (Date) Created.

To view the Work Orders, click on the blue Asset Number on the left-hand side.  This will open the Work Order.

Schedules Tab

This new tab displays all Procedure Schedules that have been assigned to the Asset.  From this tab users can manually generate Work Orders like in the Asset records in CMS.

Click/tap the gear icon to generate a new Work Order, like the functionality in CMS.  However, if generated via CMS Tech, the Work Order will automatically be assigned to the user that manually generated the Work Order.

Asset Form Shortcuts

The left-hand side of the screen shows shortcuts to the different CMS Asset information portals.  These shortcuts work directly with the CMS  Work Order portals.  While the function is the same, the look is slightly different. 

 

Overview

- this shortcut is where all Asset information is input and updated.  Manufacturer information, customizable user-defined fields and location information are all kept in the overview section of the Asset form. 

 

 

 

Contacts

- this shortcut will take you to the Contact portal of the Asset.  This is where you can Asset Contacts (CMS Users) to the Asset record. 

The User who opened the Asset can quickly be added as an Asset Contact by clicking on the button. 

To add other or additional Contacts to the Asset record click on the drop-down to open a list of available users in your segment.

Click on the desired Contact and click to add them to the Asset.

To remove an Asset Contact click on the trash can  and confirm that you want to delete the Contact.

 

Service Information

There are many fields available to track Service, Warranty and Life Expectancy of an Asset.  Use the Asset Field Configuration in the Admin Console to hide or make the fields visible.  The available Service Information fields are: 

Warranty Start Date                                       Warranty End Date 

Retired Date                                                   System

Risk #                                                              Life Expectancy

Life Expectancy Scale                                      Installation Date

Life Remaining                                                Replacement Cost

Condition Assessment                                    Tool

 Original Installation Cost                               New Installation Cost

Anticipated Replacement Date                       Last Installation Date

Replacement Cost Date Updated                   New Installation Cost Date Updated

Attachments

- this shortcut will take you to the Attachments portal of the Asset.  Use the button to select a photo from the device library, take a new photo, or choose a file saved locally on the device to attach to the Asset. 

 

To add a new Attachment from your device, click on the button and choose between Photo Library, Take Photo or Choose File.

 

Once you have selected and image or file, add a Description for the file.  An Attachment WILL NOT SAVE without a Description!!!!

After adding a description of the Attachment, click .  They Save Attachment icon will be faded and will not save if no Description is present. 

To view an attached file or photo tap or click on the download arrow  and the file will begin to download the Attachment.  Once the file is ready a green eye  view button and the Attachment will open on screen.

Asset Link

- this shortcut will take you to the Asset Link portal of the Asset.  From this portal you can view Assets that have been Linked in CMS4.  This portal is informational only.  The  button displays all Assets that have been linked with an Active, Pending or Retired Status.  The button will only display Assets with and Active Status.

This can be utilized if to link similarly categorized assets together OR link Assets that work in conjunction with one another. 

Notes

- this shortcut takes you to the Asset Note field on the bottom of the Overview.  This is a free text field for keeping a running note that can be edited any time the Asset is edited.

The Notes field operates separately from the Notes Tab!!!

Meter Points Module

This simple and effective module is a quick and easy way of updating Asset Meter Points and creating Material Charges from a mobile device. 

To update Asset Meter Points or create a Material Charge, begin by typing and Asset Number into the field OR use the integrated barcode scanner in the CMS app that utilizes the mobile devices camera. 

Click the barcode icon on the upper, right-hand side of the app screen to open the device camera and scan the barcode of the Asset you would like to update Meter Readings.  This will display all Meter Points assigned to the Asset.

From this screen you can click the edit pencil to open the Asset Edit Screen to make changes to the Asset.

Click the button to create a new Meter Point and Assign it to the Asset.

Click the button to create a new Material Charge for a Stock or Non-Stock material.

Update Meter Points

To update the Meter Points on an Asset, locate the Asset using the steps above by entering the Asset Number.  The Meter Points associated with that Asset will appear below the Asset edit button.

 

To update the Meter Points, click or tap on the Meter to open the reading screen. 

Enter the new Reading into the Meter Value field and click .  The Meter Type and Description will NOT be editable fields.

*NOTE:  If there are more than one Meter Readings for an Asset, you will need to repeat the same search and edit steps to complete all the Readings.

Create a New Meter Point

If a technician is completing their rounds for the day and locates an asset that does not have a Meter Reading but it should, they can quickly add one to that Asset using the Meter Readings module in CMS Tech.

Using the steps above, enter an Asset Number or scan the barcode on the Asset to open any existing readings.

To add a Meter Point to the Asset, click the button to open the Meter options.

Select a Meter Type from the drop-down menu, enter a Description and the current Meter Value (this is the first Meter Reading) and then click .  A new Meter Reading will be added to the Asset and any Readings will be visible in the Meter Readings portal of the Asset record in CMS4 or CMS Tech.

Create a Material Charge

From the Materials module you also have the ability to create a Material Charges.  For instance, a technician is conducting maintenance on an Asset and needs an item to complete the task.  First locate the Asset by typing or scanning the Asset Number by following the above steps.

 

Next, click on the to open the Material form. 

 

Stock Item

Select a Warehouse, then enter the Item Number.  If the Item Number is not available off-hand click the search  button to open the available Materials in the Warehouse.

After selecting a Material, the Item Number and Unit Cost will populate. 

Enter a Quantity of the Material you need, set the Issue Date (will default to the current date), if desired enter a Note and then click .

After submitting the screen will reset back to the Materials module landing screen.

Non-Stock Item

Select the Non-Stock material option.  This will open the Non-Stock Material options.

Enter a Description of the Item, a Quantity to be ordered and the Unit Cost (cost per each item), enter an Issue Date (field will default to the current date) and if add a Note.

After completing the form click .

After submitting the screen will clear back to the Materials module landing screen.

Physical Counts Module

This module is for quickly updating the current inventory of Materials located in your Facility’s Warehouses from a mobile platform.

Tap the “hamburger” button and select the Physical Counts option.

This will open the Physical Counts screen. 

Select the Warehouse from the drop-down list where the Materials or parts reside.  Then enter the Item Number, if the Item number is not on-hand click the search button to locate the desired item. 

Then, enter the Quantity of the Material that is currently on-hand in the field. 

Then click .  The line item will be displayed under the “My Physical Counts for Today:” grid showing the Item Number, Quantity, Warehouse and a Time stamp of when the Count was conducted.

Discussion Board

This module is a thread-based forum where CMS Users can post threads, topics and questions for other Users to reply and give insight.  This can be helpful for posting updates!

Tap the “hamburger”  button and select the Discussion Board option.

This will open a browser tab in CMS and navigate you to the Discussion Board website. 

The Discussion Board page will display all Segments that Users have access to and display all threads within those segments. 

Enter the thread you would like to post in by clicking on the title.  Once in the thread you have the option to add a new Thread, reply to existing threads, and Subscribe to receive notifications when you return to the Discussion Board page. 

Revised/Reviewed: 9/2024