Attachment___16_DARMS_CONTRACTOR_Instructions.pdf

i

IMCOM - EUROPE

GSE/G4 – Furnishings Division

DARMS Contractor

GUIDE

Version ii

STAND-ALONE APPLIANCES ONLY!!!

NO BUILT-IN APPLIANCES!!!

DARMS Contractor Guide iii

Table of Contents

1. Adding/Editing a new Asset

2. Create a Work Order

3. Closing a Work Order

4. Parts Management

Parts on Work Orders ............................................................................................ 11A Create Purchase Order to request Parts from GSE WH ........................................ 11B Cannibalization Parts ............................................................................................. 11C Parts Inventories ..................................................................................................... 11D Parts Adjustments ................................................................................................... 11E

5. Invoicing

6. Reports

7. Notes / Comments

8. Forms

9. Contacts

10. Blank

D A R M S

Adding/Editing an Asset (Appliance)

Please follow the instructions that are given and do NOT do anything else because you think it might be correct. This may lead to you damaging the database.

1. This step should be done PRIOR to creating a Work Order.

2. Once the program is open, under the Facilities tab, click on the Equipment tab at the top of the window. A new window should open that lists the first record within the Equipment section.

3. Search by Inventory Number or eMH number by right clicking on the bold number part of the Equipment name. Next, click Find and then type in the Inventory Number or the eMH Serial number of the appliance. Other fields are also searchable using the same process. You can also use Find at the bottom of the window.

4. IF the item is not found, click New.

5. A box opens. Type in the Name field the Inventory Number or the eMH Serial Number of the appliance, if this is unknown, type unknown and give it a sequence number. This is only in order to create the asset. After the work order is performed, the technician should have annotated all of the required data which should be input/updated and verified before the work order is closed.

6. In the Property field, choose your Area from the dropdown menu.

7. In the Building field, choose your appropriate garrison code.

8. Click Ok.

9. The asset information window should now open with the basic information that you just entered visible.

10. In the blue shaded area on the right, ensure that Active and Web Request is checked.

11. In the Control Number field, eMH Barcode Number will be entered exactly as it appears on the barcode once the work order is closed out.

Chapter

12. The following fields should be filled in on this tab:

Description = The government descriptions of appliances (see table) Location Fields:

Department = AFH/UPH, etc. (from dropdown) Room = Full Address including City Other details:

Manufacturer = Appliance Manufacturer (from dropdown) Model Number = Model number of appliance exactly as it appears on data plate Serial Number = Serial number exactly as it appears on the data plate Group = Stock Number (NSN) Account = Area Account (**XX) Shop = Area

Primary Contact Information:

Last/Co Name = Customer Last Name (will now appear on Work Order as Requester) First Name = Customer First Name Phone = Phone Number of Customer

13. Now click on the Conditions tab in the white area on the left. Click Add in the blue area on the bottom of the window. Pick the appropriate condition code from the list. Click Ok.

14. Click the Comments tab.

15. Use the Comments field for any additional Asset information that you may want to include on this work order or future work orders. Ensure that the Put on Work Order Box is checked at the top of the Comments section. All information included in this section will now appear on all future Work Orders.

16. Now click the UDFs section.

17. In User Defined Field 1, type in the MLFB of the appliance once it is known. This is for non-eMH appliances if there is no MLFB already listed (correctly). For example: If you repair an appliance at the customer that has no eMH label, you would include the actual MLFB here. When the appliance is labeled with an eMH label, you would then include eMH data and put eMH here.

18. Asset Information is complete, now click Create WO at the top of the window in the blue area, this will take you to the Work Order form with some sections already filled out for you based on the information you just entered.

Note: This asset information from the Equipment tab as described in this instruction has to be verified and filled out completely for each work order. The fields noted here should never be left blank or contain erroneous data once the work order is closed. All information listed is required unless otherwise stated.

Note 2: Distinguish between standard appliances with Inventory Numbers and newer appliances with eMH labels. Pay attention to the different requirement, especially as they pertain to eMH label information.

Note 3: the DATA PLATE should be used to gain relevant appliance information. For eMH labeled appliances, additional information consists of the eMH barcode and the proper wording for the appliance description. Technically, all other required information is exactly the same.

Note 4: Once the next backend update to the database is complete, @98% (expected) of all information will/should be in the database. There should be no need to add assets on most assets at that point. However, updating data is always a requirement of the contractor.

Note 5: If information is not visible, legible, or available; notify the COR.

Creating Work Orders think it might be correct. Please be advised that all data elements from the Adding/Editing an Asset instruction sheet must be completed before closing a work.

1. In the top right corner under Filters, set the Property filter to your area. If you enter work orders for specific garrisons, set the Building filter to your actual garrison code. ONLY set filters to your specific areas/garrisons. You should now be able to see all work orders that your area has created.

2. On the Work Order List, click NEW. This step should have been completed already when you follow the Adding/Editing an Asset instructions. You may begin the Work Order as long as ALL data fields and elements are filled in as instructed.

3. In the Service block, click the correct type of service from the drop down list.

These are the Repair Codes. Generic codes/descriptions can be used for the initial creation of the Work Order. Once the Work Order is completed, the proper code should be used here. The MAIN Service should be here. Work Orders should not be closed with Generic Codes. They will be rejected. The only acceptable time for this is for a NAK.

4. In the Property block, click the appropriate Area based on the Area where the Asset is located, choose only Area 1-5. This should be the area from where the work was ordered. This should already be done using the Adding/Editing an Asset instruction.

5. In the Asset section, choose the appropriate Asset based on the information received from the SPOC/Work Order Desk. The Asset number is the HSG Inventory number or the eMH Serial for eMH labeled appliances. When there is only an eMH Barcode label, the Serial Number will be used here preceded by “eMH”. For example, eMH123456. If this information is not available at the time of work order creation, use of only an approved pseudo/dummy number. If one needs to be created for your location, please request this through Juan Bryant.

Previously approved Pseudo Assets are still permitted. This initial information can be gathered from an initial call to the customer or from the Work Order Log (when available). If you cannot find the asset (appliance)or when a valid asset needs to be added, follow the Adding/Editing an Asset instruction. Work Orders will be rejected on site for all WO’s that are closed with a Pseudo Asset name unless it is a NAK.

6. In the Location field, this should already be populated with the address of the customer. This was done by following the Adding/Editing an Asset instruction. If it is not, double click the asset name to open the asset card and enter the information as previously instructed. Every asset has a location.

7. (The above information is the minimum information needed to create a work order)

8. Under the Assignments section, in the Requester block, this should already contain the name of the customer when you followed the Adding/Editing an Asset instruction. If not, return to the Asset card and update the information has required.

9. The Phone line should already contain the phone you entered during the Adding/Editing an Asset instruction. If not, return to the Asset card and update the information has required.

10. The Department and Account section should already be populated with the data you entered with the Adding/Editing an Asset instruction. Please verify, and if incorrect, choose the proper Appropriation Code (APH,UPH, etc.) and Account from the drop down menu. NEVER use the account XXXX or X1XX. Only use your actual Area accounts. All work orders must have Accounts associated with it in this block or the work order will not be calculated for invoicing.

11. In the Shop area, please enter your area from the drop down list.

12. In the Subshop area, select your current garrison location code.

13. In the Supervisor section, choose the Domestic Appliance Inspector (government) from the area where the work is being performed.

14. In the Vend Doc Num section, enter the WO Control Number from the SPOC’s Work Order Control Log in this format: (Work Order Code from Attachment #17/DATE/Work Order Control Number) It should look like this for Bamberg:

BAMB/01022013/01 This information should be included in the comments section of the Work Order. Date should be in format MonthDayYear Ex: 1 June 2013 is 06012013.

15. In the Approved By field, enter the SPOCs last name or FMO depending on who ordered the work.

16. In the Approved Date field (if blank), enter the date the service order was received.

17. In the Taken By Section, type your initials using 3 letters. This may be set up to automatically enter your initials for you based on your user account.

18. In the Notifications section in the Type field, click Demand in the dropdown for normal service orders. For Short Notice repairs, choose Emergency. For a repeat visit, choose Return Visit. For Cannibalization, choose this service, ETC.

19. In the Substatus, choose the appropriate item from the list in the dropdown menu. This section should be correctly updated before the Work Order is completed (Closed) in DARMS.

20. For any other information that you would like to be printed on the Work Order, please type in the Comments section and it will be printed to the work order.

Ex: Such as the Vend Doc Number (SPOC Request Log Number)

21. The Work Order Status is currently Requested, click on Issue WO. The status will automatically update itself. For all Work Orders that cannot be completed due to lack of parts, after the work order is issued; change the Status to Hold, then in the Substatus, ensure that the appropriate status is selected such as Awaiting Parts G or C.

22. On the Priority line, all normal service orders will be 2. For services ordered for VIP’s, select VIP. For short notice services, select Emergency.

23. On the Start Date line, The Date should be selected for when the service was received/requested.

24. On the Due Date line, type in the date of the appointment.

25. In the Due section, enter the date when the Work Order should be completed.

26. In the Attachments section, on the Report Line, Choose Work Order (If not already there).

27. Go to the top of the Work Order window, click Preview if you would like view the WO before it is printed, then click Print (3 copies).

28. Work order is now ready.

NOTE: When you go to the customer’s home, make sure that you annotate all of the information listed on the Work Order. Labels should not just be copied. Data plates should be observed and information annotated from that.

Note 2: Treat ALL information in this database as incorrect. When performing work, VERIFY ALL information, annotate corrections that are needed, update as instructed. The correctness of information is verifiable and will be taken into account on performance reviews.

Note 3: If you are unsure about something, ASK FIRST! I do not mind questions.

Adding Costs and Closing Work Orders think it might be correct. This may lead to you damaging the database.

1. Find the appropriate Work Order Number in the Work Order list; double click on the number and then the Work Order Form containing the Work order should open.

2. Update the Service section with the main service used when the work order was performed.

3. Verify Property, Building, Asset, and Location is accurate and correct.

4. In the left column (in the white area) below Work Order, click Description. At the bottom of the big white box there is a blue button, click Add. Choose the appropriate repair codes from the drop down list. In order to choose more than 1, use the CTRL button to select multiple items. Choose all codes that were performed on the current work order. When finished, click OK.

5. Click on the Summary Section, in the bottom right under the Failures section, choose the Primary and/ Secondary failures from the drop down menu. The codes are listed in attachments under Fault Codes to the contract. If you need a list of these 7 codes, please let me know and I will send them to you. If the malfunction was due to operator error, check the box Operator.

6. Click the Labor Tab, at the bottom blue area, click Add Labor. On the bottom left corner in the blue, click the Filter By, Shop drop down, choose your Area as the Shop. Now, choose the correct labor code (AFH or UPH). Click the Date field in the datasheet to open the Labor Time Form. Enter the actual Time In and Time Out (seconds count). The clock will automatically take the 30 minutes away. Hours should then be calculated in the Hours section. Click OK. Verify Labor row. Time can still be manually entered on the labor line data sheet. Your choice

7. Click the Parts Tab. Add the parts used on the current work order. Use CTRL in order to select multiple parts. The parts that start with your Area Location Code of __XX are your Contractor Furnished Parts. Select the appropriate parts. The part numbers are still based on the HSG Part Numbers. For CFP, part Location should be Main Stockroom. For GFP, double click on the Part number and make sure you choose the location that corresponds to your actual consolidated parts location (location code). For GFP, the location for your work orders should NEVER be GSE G4 or Main Stockroom. In the datasheet, find the Actual Qty column and enter the actual quantity used for that part. Do this for all parts used. Click OK. Note: For all items that do not have a unit of issue of EA., ensure that the costs are based on the used amount such as 50 meter Roll should be calculated as it is used. This is never the whole 50 meter roll. Notify me of any problems in this area. Cannibalized parts are distinguished from other parts by the use of a “U” at the end of the internal part number such as 62246U.

8. Click on the Other Costs tab. Click Add, choose the appropriate CLINS/ELINS based on the work and service performed. There should be a ELIN (**XX E0001AC) for each work order (for most standard work orders). CTRL can be used for multiple selections. Click OK.

9. You may use the Notes to communicate internal messages for ex: To the Voucher Examiner when a Work Order has been rejected. The reason for rejection will be located here.

10. Update the Comments field with any additional information that needs to be included on the work order.

11. Click Complete WO in top right corner of the window.

12. Verify the Completed Date is correct. Enter the appropriate time.

13. Verify that the proper Area account is used in the Account section.

14. Mark Category as AFH or UPH.

15. Verify Primary and Secondary Failure is correct

16. Click Ok.

17. Work Order should now show completed in RED.

Note: These instructions will change as we move forward. Please pay attention to all instructions and report any errors or discrepancies that you find.

Note 2: Make sure that all of your manual work orders that are sent have all required information and signatures. All incorrect work orders will be marked as REJECTED under substatus in DARMS. Look in Notes to see why.

Parts Management

A Parts on Work Orders

1. When adding parts to Work Orders, ensure that you insert the actual quantity used in the Parts datasheet.

2. Even if a part is not in inventory, add the part to the Work Order. It should show up as a -1. This ensures that we will be able to see Work Orders that are specifically waiting on parts.

3. If the part used is CFP, make sure that your Account is selected. GFP always has an Account of XXXX.

B Create a Purchase Order to request Parts from GSE Parts Warehouse

B - Purchase Orders Create a Purchase Order to Order Parts Purchase Orders are used to record parts purchased from a specific supplier. You can track the ordering of parts; receive quantities of parts into inventory; return parts back to the supplier, and track the costs and time associated with the process. (In addition, purchase orders can be used to record asset and contracted services purchased and received.)

1. To create a new Purchase Order, go to: Actions => Purchase Orders.

Note: The Purchase Order can also be created from an open part record: click on the Order Parts icon.

2. Click: New.

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3. The new Purchase Order form will be displayed.

Note: When a new form is opened, bolded fields are required.

4. Enter the Purchase Order information.

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5. Click on the Parts tab to select the part(s) to be ordered from this supplier with this purchase order.

6. Click: Add to select the parts to be ordered from the Select Parts to Order list.

a. Add: displays the Select Parts list filtered by the Supplier for item selection of the part(s) to be ordered from this supplier. (New parts can also be added.)

b. Auto Add: automatically adds all of the Supplier-specific parts, with inventory levels below minimum, to the Purchase Order Parts tab.

7. The Select Parts to Order list will be displayed.

7. Select (by highlighting) the part(s) to be ordered. (New parts can be added with the

New button.)

8. Click: OK to add the parts to be ordered with this Purchase Order.

a. To view all the part order information, scroll right/left on the parts datasheet.

9. Additional parts can be ordered by clicking Add and repeating the process. You may edit critical part information from the Parts tab, including “Quantity to Receive” and “Unit Price.”

10. Click the Purchase Order tab to view the update.

Note: the cost information is now calculated from the order information for the part(s).

Cost Information:

Subtotal: Subtotal cost of the parts on the PO (before Tax and Freight Charge are applied.) This field cannot be edited. MicroMain Maintenance recalculates when quantities of parts are added to the PO.

Tax Rate: Tax rate applied is read from the settings tab of the Site form.

Tax Total: Amount of tax applied to the taxable items (parts records on the Purchas Order – Parts tab have a tax indicator/checkbox). This field cannot be edited.

Freight Total: Fees charged by the Supplier for shipping.

Total: Total cost of the ordered parts. This field cannot be edited.

Amount Paid: Amount paid to the supplier for the ordered parts.

Balance Due: Amount needed to pay order in full.

11. Click on the tabs on the left to add additional details to process the purchase order.

a. Assets: Lists the assets ordered on this purchase order.

b. Services: Lists the contracted services ordered on a purchase order.

c. Billing Address: Stores the billing information for the purchase order.

d. Shipping Address: Stores the shipping information for the purchase order.

e. UDFs: The UDFs tab stores user defined information for properties, assets, labor, parts, work orders, tasks, and projects.

12. Issue the Purchase Order for order fulfillment by selecting it from the Status dropdown menu.

13. On the Parts pages of the parts you ordered, note the change in On Order inventory count.

Receive Purchase Order Parts The Purchase Order functionality allows you to manage and record your purchases. You can receive into inventory the parts quantity fulfilled, record the parts on backorder, return parts, and cancel an order.

1. Open the purchase order: Actions => Purchase Orders => double-click on Purchase Order number

Note: the PO can also be opened from the Purchase Order tab of an open part record.

2. Click on Parts tab to adjust the amount/quantity to receive.

3. Click: Receive Parts icon.

a. For this example, click: No.

b. Adjust the date if necessary and click: OK.

c. Click: OK.

d. Click: Yes.

4. Verify the On Hand count for the part by viewing the part page in Resources => Parts/Locations.

5. The part record will be displayed.

a. Note the Inventory amounts: On Hand, Reserved, Available, On Order.

6. Close the part record. (Click on the ‘X’ in the upper right-hand corner of the part record.) Return to the Purchase Order form.

7. Your Purchase Order reflects a status of Completed.

Return Purchase Order Parts The Purchase Order functionality allows you to return a part through the associated purchase order record. You can return parts and input the Unit Return Cost to reflect any fees assessed for the return.

1. Open the purchase order: Actions => Purchase Orders => double-click on a desired Purchase Order number.

Note: the Purchase Order cannot be in Completed or Canceled status to process a return. In this example we are returning a Purchase Order with the Status: Partial.

2. Click on Return Parts icon.

3. The Return Parts from Purchase Order window will be displayed.

4. Scroll right to enter:

a. Enter the Units to Return.

b. Enter the Unit Return Cost amount. (Include any restocking fees.)

5. Click: Return Part(s).

a. Click: OK

6. On the Parts tab, scroll right to verify the updated quantity received.

7. Open the part record from Resources => Parts/Locations.

There are two on order due to the return of parts. The PO has not been closed and the order has not been changed to zero.

8. Close the Part record and the Purchase Order.

Transfer Parts A new time-saving feature in Maintenance Premium is the ability to transfer parts from one location to another.

1. Go to: Actions => Transfer Parts.

2. You can identify a “Default FROM Location” for transferring parts.

3. Click: Select Parts to Transfer.

4. Select (by highlighting) the part(s) to be transferred. You can filter by Location, Class, Manufacturer, Category. You can also Find/Sort by Part, Description, Location, Class, Manufacturer, Category, Control Number.

5. Click: OK.

6. Select the Quantity To Transfer and then select a To location. You can define the new location by Aisle, Shelf, and Bin.

7. Click OK to complete the Part Transfer.

Part Transactions and Parts Log The Parts Transaction tab stores part events related to a part in MicroMain Maintenance. When a part is added or subtracted from your “On Hand” inventory, the events are recorded in the Part Transactions. An event is also created when adjustments are made using MicroMain Maintenance modules. The module is identified in the transaction logged or recorded. The Transaction tab stores the events for the part open.

The Parts Log stores all part events related to transactions in MicroMain Maintenance.

The Log stores all events for all parts.

1. To access the Part Transactions go to Resources => Parts. Open a part record by double-clicking on the part name.

2. Open the Transactions tab.

The transactions displayed are for the selected part. You may sort by column to find a specific transaction.

To access the Parts Log: System Utilities => Parts Log.

The Parts Log stores all part transactions in MicroMain Maintenance. The Parts Log records all transactions, which can be printed in a report for a specified date range.

Reports for Parts and Purchase Orders

MicroMain Reports has approximately 40 standard Parts Reports

Inactive Parts Parts by Location

Part Pictures Parts by Manufacturer

Part Transactions Parts by Supplier

Parts on Order by Supplier Parts Cross Reference

Parts Received Parts on Order by Supplier

Parts to ReOrder Parts to ReOrder by Supplier

Parts Transaction Log Parts Transaction Log by Part

Transaction Log by Part & Trans. Type Suppliers by Part

Parts Used by Asset Suppliers by Part

Parts Used Parts Issued to Assets

Parts Used on Work Orders by Asset Part Transactions

Parts Used on Work Orders by Account Parts

Parts Issued to Labor Parts and Associated Assets

Parts Used by Supplier Parts by Location

Parts by Control Number Parts by Supplier

Parts Used by Quantity Parts Cost by Account

Parts Used by Cost Parts Cost by Category

Parts Used by Category Parts Cross Reference

Parts Use Frequency Inactive Parts

Part Pictures Parts Issued to Assets

Parts on Order by Account Parts Received by Account

20 standard Purchase Order Reports

Completed Purchase Order Part Quantities Completed PO Cost by Account

Completed PO Received Variance Completed PO Service Quantities

Completed PO Asset Quantities Completed Purchase Orders

Completed Purchase Orders, by Account Open Purchase Order Summary

Open Purchase Orders – Parts Open Purchase Orders by Supplier

Ordered Assets Ordered Parts

Ordered Services Purchase Order Assets

POs and Referenced WOs – Assets POs and Referenced Work Orders – Parts

POs and Referenced WOs – Services Purchase Orders by Status

Purchase Orders by Supplier Purchases by Supplier

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C - Cannibalization Parts

1. When appliances are cannibalized, this should never be a single action for a single part. When cannibalization services are requested, they should be for multiple machines and the cannibalization should be for all useable parts of that machine.

2. Work orders for cannibalization should be annotated as such. All parts cannibalized should be listed on the work order of the appliance where the used part comes from. This should be written on the Work Order.

3. Before Work orders are closed out, you are required to update the used parts for your Consolidated Parts Location. You are responsible for the accuracy of your inventories and this is subject to inspection.

4. See Section E – Parts Adjustments on how to add used parts in DARMS.

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D – Parts Inventories

1. Quarterly Inventories. Will be written soon. Waiting on a possible Mod.

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E – Parts Adjustments

1. Part adjustments for GFP need to be approved by the GSE COR before they will be allowed to be changed in DARMS. You are not to update any GFP Parts quantities until approved to do so.

2. For Used Parts, You will update quantities based on what you receive into inventory from the Cannibalization. Updates to used Parts inventories through other than Cannibalization additions have to be approved by the GSE COR.

3. Parts Adjustments in DARMS:

4. In the Actions tab, go to the Inventory section and click Count Parts.

5. In the Default Location dropdown, choose the consolidated inventory location that you are updating.

6. In the Counted By dropdown, choose the name of the Person who performed the count or type it in the box.

7. Click the Blue Box that says Select Parts to Count

8. Choose all of the parts that apply

9. Ensure that you have entered the actual number of parts that were counted in the Qty Counted field.

10. After all counts are complete and the Qty is updated to the Actual Qty that was counted, click

Post Counts.

11. Current inventory is now updated

Invoicing

Reports

Notes / Comments

Forms

Contacts

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