Functionality Needs for

School District CMMS Programs

The functional capabilities of the CMMS are what provide the benefits from information technology.  A strong commitment to implement best practices brings with it the need for effective information technology in the form of a CMMS system.  Most CMMS systems include the basic functional capabilities associated with the core modules for:


Work Order/Work Management
Equipment/Asset Management
Inventory Management/MRO Materials Management
Planning and Scheduling
Preventive Maintenance

Advanced levels of functional capabilities may include the need for purchasing capabilities or greater capabilities for budget and cost control, project management or the ability to use CMMS with links to blueprints, assembly drawings, parts catalogs or other documents.

The following functional capabilities serve as the basis for needed technology.  A school district must have state-of-the-art technology in place that is capable of accomplishing the following (not all districts will need each functionality):

1)  Work Order /Management
Work Order Control. Manages and controls approval of work orders and provides easy access to the entire work order database for backlog and planning analysis.
Work Request. Creates a work request as a preliminary step before creating a work order to execute the work.  Provides query capability for the person requesting work and notifies requesters that an open work order exists for the equipment listed on the request.
Work Request Review. Provides a review and approval process for work requests.  This on-line functionality can be tailored to specific levels of detail and approval authority required prior to submitting the work request to maintenance for creation of a work order. 
Warranty Status. Notifies requester that equipment listed on the work request is under warranty.
Work Request Status. Provides requester the capability to query the status of their work requests.  This could be a number of self defined work order status codes such as work in progress (WIP), held awaiting parts (HAP), engineering approval required (EAR), held awaiting equipment (HAE) or a number of other status codes related to specific needs for tracking status of maintenance work.  This inquiry can also give other information to include expected or planned completion date and/or time.
Consolidate Work Requests.  Consolidates a number of work requests into a single work order.
Work Request/Work Order Priority.  Provides the means to prioritize and rank work requests and work orders.  May include capability to assign equipment criticality index (10-most critical down to 1-least critical) within the equipment database and a criticality/priority code for the type of work (i.e. safety, PM, project work, environmental, emergency, contractor, etc) and criticality codes for the work types.  With this information each work order can have a CMMS system calculated relative importance of maintenance expenditures, (RIME) index to determine priority based upon combining equipment/asset criticality and the criticality of the work order type.
Work Request/Work Order Entry Screen.  The work request/work order screen designed to guide data entry so that information to diagnose the problem and the cause of the failure is provided via scroll-down tables.
Establish and View Job Plan Steps.  Establishes and provides view of an existing work order job plan by individual job steps.
Work Order Job Steps.  Associates a work order job step with specific equipment, trade supervisor, estimated time and/or standard time, list of tasks, tools and special equipment.  Also associates work order job step with resources, parts requisition or purchase order, work order bill of materials, routes and checklists, safety documents, material costing, measurements and labor costing.
Work Order Job Plan Entry/Update.   Enters a new job plan or updates an existing job plan from job plan templates.  Once a job plan is established as a template, it can remain in the database as a text file for easy update for the same job or a similar job.
Work Order Status.  Posts actual hours against work order or work order steps.  Progresses work orders that have been started via direct entry of trade labor hours to the work order, via time and attendance system or other work order progress methods.  Can show percent trade hours (by trade types) completed compared to budgeted time (or planned time) to actual time worked.  NOTE: In some CMMS systems this information is in “real time”, being updated continuously via a trade shop floor time reporting system.
Contractor Work Order Inquiry.  Inquires on work orders and work order status for a given vendor/contractor.
Job Plan.  Creates the work order job plan and includes resources; trades, material, equipment or contract services.  Provides capability to copy materials requirements directly off the bill of materials for equipment.  Matches trade job skills to the job requirements to ensure qualifications are met.
Job Plan Requisitions.  Automatically creates pick lists for stocked items or purchase requisitions for non stock items or orders for contract services needed for the job plan.
Job Plan Documents.  Attaches drawings, specifications, procedures, permits and other documents to the job plan and specifies which documents should print out with the job packet.
Job Plan Print.  Generates a work order job plan to a local printer along with job plan documents needed for the job packet.
Work Order Scheduling.  Work orders created, planned, approved, scheduled, worked, progressed, completed, and transferred to history.  This function turns the work request into a “statuses” work order that may be ready for execution or on put on hold for a number or specified reasons.
Quick Entry Work Orders.  Provides for expedient entry of an approved work order of short duration such as emergencies and small-unplanned jobs.  This feature bypasses the entry of a work request and is used to account for miscellaneous work performed and accounted for and entered to the system from a simple, manual trades log for such type jobs.
Just-In-Time Scheduling.  Blanket work orders can be scheduled for a specific time during the day or as needed.
Work Order Planning Notes.  Creates a pre-closure work order screen to allow remarks and narrative to be input before the work is completed.  In some operations, the use of internal E-mail may be linked to this CMMS function.
Standard Maintenance Practice Library.  Provides easy access to standard maintenance tasks and repair practices library, pre-planned work scope, job plan templates and historical averages of previous repair times.  Repetitive work can be captured, cataloged and reused.  Standard job plans or job plan templates can be copied to a work order.  May include ability to identify procedures, drawings and other documents related to a standard task to include standard repair times.
Work Order Master Update.  Adds, changes or deletes work order master records and data.
Initiate Project or Shutdown Work Orders.  Selects and initiates project or shutdown types of work orders. 
Process Project Type Work Orders.  Checks by work order job step for material availability.  Commits and prints MRO pick lists by job step when materials are available for the work order. 
Work Order Inquiry by Equipment/Unit/Parent/Project ID.  Provides a display of all open-in-maintenance work orders for a particular Equipment/Unit/Parent/Project ID/sub-component.
Work Order Inquiry.  Inquires against work order master information, job steps, materials and costs.
Sub-Component Inquiry.  Inquires on work orders for a given sub-component of the equipment/asset.
Close Work Orders in Maintenance.  Closes a work order in maintenance and update the appropriate equipment history and cost and provides capability to link the total maintenance repair cost to the financial system.
Reopen Work Orders.  Reopens a closed-in-maintenance work order to adjust time and materials charged or to add, delete or change key information.
Time and Attendance Interface.  The time and attendance system interfaces with the CMMS to provide immediate and real time actual trade labor updates to the work order file.
Work Order Material Status Inquiry.  Obtains the material status for a specific work order or job step.
Closed Work Order History Inquiry.  Inquires the history for a closed work order.
Work Order Transaction History Inquiry.  Inquires the transaction history for a work order for tasks performed along with labor and material charges accrued to the job.
Work Order Transaction Accounting History.  Inquires the accounting transaction history for a work order.
Work Order Text File.  Narrative text files and/or attachments can be viewed and/or modified while editing the work order.  Allows for text documents, such as job plans, checklists and procedures to be attached to a work order.
On-Line, Paperless Work Orders.  Provides for work requests and work orders to be created, approved, and closed on-line through a paperless system.  Dispatches, completes and reassigns work orders to maintenance supervisors, individual trade people, technicians, operations and contractors.
Material Issues to Work Order.  Updates stock and non-stock issues to work orders and related equipment hierarchies.

2)  Asset Management
Equipment Hierarchies. Equipment can be identified and structured into parent/child hierarchies at higher level (cost center, maintainable unit, and department) or at lower level (component, sub-component or spare part). Defines equipment classes and assigns each piece of equipment to a class to include function, location, vendor or criticality.
Equipment Identification.  Provides equipment master descriptive information for a piece of equipment (parent/child), manufacturer, serial number, spare parts/bill of materials listing, equipment specs, repairs performed, failure causes, costs, etc.  May include capability to record the installation and removal of components within process type operations that require tracking by serial number and compliance to process safety management requirements. Performs full text searches using key words in the description.
Equipment Inquiry.  On-line top down view of equipment structure with a minimum of five levels and on-line view of equipment components/parts.  May include graphical capabilities to show site layout with drill down to school/fish number, specific asset and sub-components included as part of the equipment parent/child relationship. 
Regulatory and Special Requirements.  Provides data supporting the definition and maintenance of equipment and component regulatory information, permit requirements and special requirements such as fire protection.
Equipment Spares Inquiry.  Obtain spare parts/bill of material list from equipment master data that are component parts of an equipment asset.   Add, change or delete items from spares list or copy spares list to another asset.  Also, copies all or part of spares list to a work order job plan and creates parts requisition and pick list to stockroom.
Equipment Spares Update.  Additions, changes or deletes equipment spares information via mass updating capability.
Parts Interchangeability Inquiry.  Obtain a list of all the equipment assets that use a stock item based upon MRO information.  Provides cross-reference link to specifications data for the MRO item.
Warranty Information.  Tracks warranties on newly installed or repaired equipment/components and provides information to maintenance when the work order is created for items still under warranty.   Enters warranty and shelf life information into the system when the item is actually received.
Equipment Maintenance History.  Provides complete repair history for equipment/components with on-line access.
Equipment Failure Information.   Tracks failure information at various levels; equipment, component, sub-component or spare part.   Provides for recording of failure cause and corrective actions taken.
Equipment Parent/Child Relation.  Attaches/detaches/reassigns equipment parent/child hierarchies.  Additions, changes, delete or reactivate equipment asset information and asset specifications.
Equipment Operations Data.   Provides for equipment usage or measurement data being entered directly or tied to process control or equipment monitoring systems as means to trigger actions such as inspections.  Data on operating factors and their high and low trigger points which indicate abnormal operating conditions are established and maintained.
Equipment Service.  Provides data on operational status, outage schedules and out of service history based upon downtime captured from work order or manually entered.   Data may be used to support “availability element” calculation for establishing the Overall Equipment Effectiveness (OEE) factor.
Equipment Inquiry by Parent.  Obtains all subsidiary (“child”) equipment information for specified equipment “parent.”
Equipment Cost History Inquiry.  Obtains equipment historical actual costs for equipment “parent or child” or rolled up costs for an equipment hierarchy.   Updates historical maintenance costs for a piece of equipment (parent/child) via work order closing.
Equipment Support Documentation.   Information in the equipment master data that provides reference to drawings, specifications, calibrations data, technical reference manuals, performance standards and other asset support documentation that needs to be viewed or printed for repair or troubleshooting activities related to the equipment.  Direct links to document management systems (DMS), computer-aided drafting/design systems (CAD), regulatory compliance data and other systems to support asset documentation may be established. 
Location History.   Supports the entry and review of location and installation history data for serial numbered items and regulated components that must be specifically tracked.

3)  Inventory /Materials Management
Materials Master Catalog.  Includes all descriptive reference information for spare parts, tools and consumables stocked in support of work activities, special purpose items available through direct purchase and materials referenced on bill of materials parts lists. Adds, changes, deletes, reinstates or inquiries on master data for a stock item.  Provides common stock catalog, standard stock numbers and common database.  May include non-stock items not warehoused by the organization but where item master information is maintained and available for creating purchase requisition from non-stock item data.  Provides method to classify items based on characteristics, use, value, criticality, turnover as well as other factors.
Inventory Management.  Provides state-of-the-art MRO inventory management procedures and control to include tracking inventory cost by LIFO, FIFO or by moving average cost accounting.  Provides capability for ABC analysis and EOQ analysis and establishing min/max inventory levels for reorder.   Provides automatic reorder notification based on reorder point and capability for cycle counting or wall-to-wall physical inventory.  Tracks materials stored in single or multiple warehouses and designated controlled storage areas.
Stock Item Inquiry.  Provides descriptive information, current purchase order status, work order and statistical information about a stock item.  Inquire against stock items based upon stock noun, manufacturer, manufacturer’s part number and other key word attributes.  May include capability to provide list of material requests by work order, project or other parameter.
Stock Item Availability.  Provides inquiry on stock item availability and usage in a single warehouse, a group of warehouses, a controlled storage area or rolled up to the enterprise level.
Stock Item Availability for Schedule.  Provides capability to run a trial schedule to determine material availability and automatically create parts back order when available quantity is insufficient.
Material Request.   Provides for the request of material (stocked, non-stocked and consignment) either as a stand alone or referenced to a work order or project.   Approval automatically allocates material to the request and creates purchase requisition for replenishment if material not available in warehouse.  Reports available may summarize material requests for analysis by various criteria; quantity status, by work order or by project.
Reorders.  Reorders stock items manually, emergency only or automatically based on reorder parameters.
Automatic Reorders.  Produce automatic reorder requisitions for a preferred vendor or for direct purchase orders against previously established blanket orders.  
Reorder Information.  Reports to determine whether the reorder policy should be changed based on usage rates, stock outs and safety stock levels.
Qualified Vendor.  Provides list of specifically qualified or disqualified vendors for the stock item and respective vendor profiles.
Update Part/Vendor Reference Data.  Automatically updates of part/vendor reference data from inventory processing.
Non-Stock Item Status.   Maintain on-line list of non-stock items that have been received but not issued to a work order.
Cycle Count Schedule.  Provides for scheduling of cycle counts based on established schedule per ABC Code or Cycle Count Code.  Provides for adding or deleting stock items into the cycle count and adjusting schedule based on labor resources etc.
Inventory Count Verification.   Input the results of a physical inventory or cycle count and make an inventory/accounting adjustment.
Issue Material Via Pick list.   Issue material for a particular work order or a work order job step as the result of a pick list. Prints pick list at user-defined interval before the material is due at the job site.
Automatic Pick list.   Initiates a pick list for materials that are received which were deficient on work orders prior to their receipt.  May include capabilities for cross docking of back ordered items directly to staging areas or the job site without going into storage.  May provide charging of parts costs directly to a work order from receiving activities.
Direct Issues (No Pick list).  Provides for direct issue of stock items to a work order, work order job step, project, person or cost center without a pick list or without going through the requisitioning process.
Pick Scheduling.  For larger, high volume operations this feature maintains backlog of all pick requirements and provides schedule to create the most efficient order picking operation.
Rebuilt Items.  Establishes inventory costs of rebuilt, serialized items at replacement (new) value or reconditioned value calculated as a percentage of replacement value.
Transaction Inquiry by Rebuilt Stock Item and Condition.  Provides review of stock item rebuild condition code transactions and the resulting status of rebuilt items.
Adjust Deficient Quantity.  Adjusts the deficient quantity for a stock item on a work order.
Spare History (Deactivated Items).  Allows for stock warehouse records to be retained for historical purposes when deactivating a stock item.
Receive Materials.  Receives materials against an existing document such as a purchase order or material transfer document.  Provide means to register problems or exceptions with the order such as damaged goods or short shipment.  May include capability to enter warranty, shelf life information or quality inspection requirements during receiving process or to denote hazardous material or a hot item for expediting.
Receive Material From Other Warehouses.  Enables material movement between multiple warehouses and the receipt of material into one warehouse from another warehouse in the overall system.
Put away Control.   For larger, high volume operations, this feature provides computer-assisted selection of put away locations, schedules cutaways and assigns crew to perform put away.  May use portable data terminals to capture actual put away locations that are automatically uploaded to the host system via automated data collection (ADC) equipment.
Pick Scheduling.  Provides backlog of all planned pick requests to evaluate the picking backlog and support scheduling of the parts to be picked, issued/transferred and shipped in a timely manner.
Stock History Inquiry.  Provides inquiry on the recent transaction history for a stock item.  Inquiry by stock transaction history, by group identification number or commodity code.
Stock Usage Analysis.  Provides database search to determine issues over designated time periods and helps identify surplus or obsolete items.   Maintains status of surplus and obsolete review recommendations.
Stock Out Analysis.   Evaluates stock outs that have occurred over a specific period for a stock item based on the item not being available at the requested pick date.
Materials Usage and Forecast.   Evaluates the historical usage patterns and provides a materials forecast.
Transaction Inquiry by Document.   Provides inquiry on stock transaction history by document number.
Material Quarantine, Inspection and Testing.  Transfers material to and from rebuilds, quarantine, inspection and testing activities and tracks the status of inspection and testing either from internal or external sources.  Tracks the inspection/testing location, person responsible and the inspection/test procedure.   May provide summary of all traceable stock items and shelf life expiration data in the warehouse.
Material Inspection/Testing Procedures.  Identifies and codes the inspection procedure directly to the stock item, requisition, PO line and receiving record and maintains complete history of inspection results.
Materials Management Procedures.  Provides a standards and procedures library to define how material is to be processed at a specific warehouse to include required quality control inspections, special handling procedures, receiving procedures or storage instructions.
Stock Owner Warehouse Record Update.  Adds, changes, deletes or reactivates stock owner warehouse records including consignment vendors.  Includes bin location, cycle count and recorder data.  Reconciles consignment information for invoicing.
Warehouse Location Data.  Provides inquiry on the physical quantity and quantity type of a particular bin location.  May define bin locations such as replenishment bins, job box, temporary storage etc.   May include capability to store multiple stock items in one bin location or store material in multiple bin locations.  Quantity types may be used to define various stages that the quantity passes through while in the warehouse such as received/returned/accepted, rejected, on hold for QC, staged for specific work order, ready for surplus, ready for scrap, etc.
Location Utilization.  Provides storage utilization information with description of all storage locations and summarizes current utilization.  Used primarily for computer-assisted put away.
Material Returns.  Provides capability for processing issues, receipts, transfers and returns of stock to include credit to previously closed work orders.
Material Reservation.  Provides for reserving stock items for planned jobs and denoting in the inventory record that an item has been committed and is not available for issue to other material requests.   May include automatic commitment of material when work order is in scheduled status.   May include diverting reserved quantities from one work order to another.
Staging Location Control.  Provides control of parts going to staging/kiting areas for short term or long-term periods for outages and major projects.
Establish New Stock Item.  Provides controlled process for adding new stock items to master catalog.  Initial order requirements are entered and the request to add new stock item is routed on line for necessary approvals.
Tool and Special Equipment Tracking.  Provides for tracking of tools and special equipment issued to maintenance personnel or to a material request.
Electronic Data Interchange and Electronic Commerce.  Capability for EDI, fax transmissions and paperless internal/external requisitioning approvals and purchase order creation and capability for electronic commerce technology use via the Internet.
Bar Coding Capability.  Provide interface with industry standard bar coding systems.  Provides print capability for bin locations, work order, asset tags, vehicle tags, etc.
Document Management System (DMS) Interface.  Direct interface with document management systems such as DEMS (Software Solutions), PRISM (ATR, Inc.) or Machine Maintenance II (Applied Image Technology) and others.
Vendor Electronic Catalog Interface.  Provides capability to interface directly with selected vendor part information systems and to input data directly to either the inventory or purchasing functions from electronic catalogs.
Materials Management Performance Reporting.  Provides for initiating manual physical counts or automatic cycle counting requirements and measure inventory accuracy.  May be designed for reporting of stock activity, stock-outs, stock status and inventory accuracy, receipts/issues, delivery service (internal or external), vendor service and quality, etc.
Change Stock Accounting Class.  Changes accounting class for a particular stock item.
Sell Material or Return to Vendor.  Records the sale of materials or the return of material to a vendor.
Material Transfer between Work Orders.  Transfers material from one work order to another
Work Order Adjustment.  Adjusts costs, initiates/updates accounting fields, adjusts actual material costs, and opens or closes a particular work order that has been closed and in accounting history.
Material Transfer.  Make material transfers from warehouse to and from surplus and obsolete accounts.
Stock Value and Quantity Adjustments.  Adjust the value (price) and quantity of a particular stock item and update accounting system history.

4)  Planning and Scheduling
Planning. Provides for detailed planning of the trade labor, materials, special equipment and other resources needed to complete a work order.  Permits developing specific job steps with type of trade labor and estimated times etc. Allows for scheduling of the work order when all planned resources are available.  Planning functions may be included as a separate module or be part of the work order module.
Work Order Search.  Provides search of work order file based on specific criteria such as priority code or “request date” to support building a schedule.  Selects prioritized work order tasks for scheduling.
Trade Scheduling.  Supports ability to assign estimated labor hours by trade for work order tasks assigned to a specific crew and shift or specific individual.
Schedule Review.  Provides review of schedule to check status of tasks, etc.
Individual Assignment Review.  Provides review of work that has been assigned to individuals. Personal notes may be added by individuals to specific tasks.
Shift Turnover Log.  Provides for making notes to support turnover of scheduled work from one shift to the next shift supervisor or trades person.
Job Plan.  Creates work order job plan and includes resources; trades, material, equipment or contract services. Copies materials requirements directly off the spare parts list/bill of materials for equipment. May include matching of trade job skills to the job requirements to ensure trade qualifications are being met for the job.
Job Plan Requisitions.  Automatically creates purchase requisitions or orders for contract services included on the job plan.
Job Plan Documents.  Attaches drawings, specifications, procedures, permits and other documents to the job plan and specify which documents should print out with the job packet
Job Plan Print.  Generates a work order job plan to a local printer.
Work Order Scheduling.  Work orders created, planned, approved, scheduled, worked, progressed, completed, and transferred to history.
Establish Job Plan Steps.  Establishes and provides on line view of an existing work order job plan by individual job steps.
Work Order Steps.  Associates a work order step with specific equipment, trade supervisor, estimated time and standard time, list of tasks, tools and special equipment.  Also associates work order step with resources, parts requisition, work order bill of materials, routes and checklists, safety documents, material costing, measurements and labor costing.
Work Order Job Plan Entry/Update.  Enters a new job plan or updates an existing job plan from job plan templates.
Trade Resource Availability.  Determines trade hours and type trade availability (internal and contract) as compared to trade hours required for a specific planning period.  Provides quick reference to availability of other resources required for the plan.
Trade Resource Leveling.  Provides visibility of current backlog that is ready to be scheduled and the capability for leveling of trade labor over a specific planning period or handling of exceptions to the plan.
Material Status.  Provides status of material requests for planned work orders or work order steps.  May include material forecasting feature and generation of future demand and automatic requisitioning of necessary parts/materials.
Trade Skills and Qualifications.  Provides matching of planned tasks with the skills and/or qualifications required for the job.  This would typically be linked to a trade’s personnel module as part of CMMS or to an enterprise system human resources database or a training management system.
Daily Maintenance Schedule.  Produces a daily maintenance schedule by trade area, lines, etc. including PMs, lube services and PdM data collection that can be performed at regular predetermined intervals by trades people. It may also include planned tasks performed by operators. 
Trade Capacity Leveling.  Schedules work orders against known manpower availability to ensure full effective trade redeployment, manpower utilization and trade leveling to include contractors.
Schedule Compliance.  Provides method to monitor to what degree the schedule being adhered to is based on work planned/scheduled versus actual execution of planned work.

 5)  Preventive Maintenance (PM)
PM Procedures.  Establishes PM tasks, frequencies and activity descriptions by equipment/component.  Creates standard PM task library and uses to build PM jobs.
Multi-Equipment PM Tasks.  Common PM tasks for more than one piece of equipment can be established with different due dates or with the same due dates.  Equipment with the same PM due date can be combined onto the same PM work order.
In-Service PM Tasks.  Provides information that PM is to be performed only when the equipment is “in-service or operational.
Initiate/Deactivate PM Work Orders.  Initiates/deactivates preventive maintenance work orders based on last-scheduled, last completed or on a demand basis when conditions require PM action.
Automatic PM Work Order Generation.  Provides automatic generation of PM’s based on time interval, condition-based or on meter reading of hours, miles, units produced, etc.  Time-interval in days, weeks, months, quarterly or semi-annual. Condition-based may also include number of units produced.  
PM Work Order Closing.  Allows for a partial closure of PM work orders (a work order with multiple PMs to do) that would update PMs accomplished and allow those not completed to be generated again for scheduling later.
PM Work Order Suspension Update.  Suspends/unsuspends PM work orders scheduling by equipment/component.
PM Forecasting and Leveling.  Creates forecast for PM’s over a specified period and provides for level loading of scheduled tasks.  Creates simulation (what if) of PM workload per equipment/component.
PM Routes.   Associates PM’s to specific equipment locations and provides capability to establish the most effective routes for PM tasks, lubrication services, instrumentation checks, etc.   Also associates routed PM’s and work orders to multiple equipment.
Tracking Required Certifications.  Tracks PM and other activities requiring certification or re-certification to support applicable equipment.
PM/PdM Compliance.  Provides ability to measure PM/PdM compliance continuously based on PM’s generated to schedule versus PM’s actually completed (within a specified window of time).  Note:  PM’s to include all lube services, calibrations and scheduled inspections.
PM/PdM Results.  Provides capability to track and document work orders initiated due to results of PM/PdM inspections that have eliminated catastrophic failure
PM/PdM Costs.  Provides capability to track PM/PdM costs including inspections and PM/PdM related work. This will document PM results and provide justification support for PM/PdM continuation and expansion as a top priority.

6)  Purchasing
Create Purchase Requisitions.  Initiates material requests on-line to the purchasing system with all costing, vendor and quantity information when requisitioning.  Include add/delete items from requisition.  May include capability to create purchase requisitions directly from the work planning process for non-stock, direct-buy items and contracted services.  May allow for an on-line approval process to be used prior to creating the purchase order and user-defined business rules for automatic approval or rejection of requisition.
Requisition Status.  Provides on-line status of requisition as to approved/non-approved, complete, incomplete or closed.  May include triggers for automatic requisition follow up.
Open Requisition Backlog.  Provides view of current backlog of requisitions to ensure priorities are considered.
Creating Purchase Orders.  Automatically creates/prints purchase order with or without a requisition using standard purchase order format or blanket/contract purchase order. Includes add/delete items from purchase order.  May include capability to combine all requisitions from the same vendor into a single purchase order. May include printing line items as they appear on requisition or adjusting line item order.
Purchase Order Status.  Provides on-line viewing and edit for status of purchase order as to a number of status types; ready, open/placed, incomplete/partial receipts, all items received, completed or closed.  May include triggers for automatic purchase order follow up.
Receiving Report.  Provides a receiving report generated for receiving an item to cost center, stock location, work order or employee and provides update to purchase order, requisition, purchase item, receive data and inventory, etc.  May include quick receive capability with receiving directly from packing slip without accessing each individual purchase order.  May include multiple deliveries per item or order line and return to vendor options.
Delivery Date Update.  Provides status and update to the promised delivery date for a particular work order event.
Quotations.  Provides request for quotation with key information on vendor and items and vendor quotation file with purge logic.
Purchase Order History. Provides complete review of purchase order history and for the entering of adjustments to the order.
Expedited Purchase Orders.  Provides for tracking of expedited orders using special purchase order lines with promised dates, special expediting letters and review of all expediting requests.
Multiple Languages and Currencies.  Supports multiple languages and multiple currencies.
Vendor Information.  Provides for on line inquiry of items supplied by vendor, multiple vendor addresses, vendor part numbers and descriptions and automatic or manual lead-time calculation.
Vendor Selection.  Provides automatic vendor selection based on multiple factors; price, lead time, preferred vendor, etc. 
Vendor Performance Evaluation.  Provides means to evaluate vendor performance by a number of performance criteria.
Electronic Purchase Orders.  Provides for purchase orders in FAX or EDI formats.

7)  Additional CMMS Functional Capabilities
Management of Change.  The system provides central database for maintenance, engineering change control, mechanical integrity data, and equipment/process specification data.  Records all changes in asset/equipment history and statistical process control information and who/when/why/how changes occurred.  The system provides integration with engineering database to ensure maintenance input on maintainability issues.
Trade Training Database.  Records and tracks trade training history, training requirements certification, licensing and/or interface to enterprise databases for training and human resources.  Provides capability to maintain individual trade training plans, lesson plans, etc., as required for trade and operator personnel.  Also, may include contractor trade skills information and certifications.
Contract Management.  Provides system to manage maintenance contract specifications, work requirements, contractor response/performance, full contract administration, and progress monitoring.  Provides capability to manage performance-based contracts.
Compliance Regulation Library.  Provides capability to interface with compliance regulations or procedures library for safety, health and environment.  May include cut/paste of text from current regulations or procedures directly to work order.  May include print capability for MSDS sheets and specific work permits as required for safety.
Interfaces with Radio Frequency (RF) Technology.  Provides interface for use of RF Technology for on-line condition monitoring, real time data transmission of work order information, real time shop floor reporting, MRO warehouse information, etc.
Reliability Performance Indicators (RPI).  Provides effective database on reliability with ability to calculate MTBF (mean between failures) and other key reliability indicators as MTTR and MTBR, etc.
Continuous Reliability Improvement Database.  Provide access to a centralized reliability database that is maintained locally but integrated/shared globally throughout a multi-plant operation as needed. 
Rebuild/Reconditioning Costing.   Tracks in-house cost and quality for rebuilt items to compare in-house rebuild cost versus vendor cost for items such as relief valves, motors, gearboxes, special spares, etc.
Interface with On-Line Condition Monitoring.  Capabilities for direct interface with real time continuous monitoring systems via RF technologies or hard line links.
Reliability Information.  Provides user-defined, time-stamped condition fields to monitor equipment conditions each time a repair task is performed.  Defines and tracks process variables, temperature, vibration and amps/RPM, etc., and analyzes and establishes trend data.  Provides failure modes, effects and criticality analysis information to identify and evaluate what items are expected to fail and the resulting consequences.
Equipment Usage.  Updates the usage factor for an equipment asset (either fixed or mobile type) for scheduling inspections based on usage not fixed intervals.  May include tons, linear meters, etc.
Client Report Writer.  Ability to produce tabular and graphical reports effectively at the client level.  Specific reports and metrics that are needed should be provided to the CMMS vendor to see how their specific system can provide custom reports as compared to their standard reports
CMMS-Project Management Interface.  Provides interface with various project management systems that are currently available.
Speech Recognition Technology Interface.  Provides interface with speech recognition technology for work requests, time reporting, work order closing, work order and project status updates, etc.  Includes all next generation data input technologies.

Portolan is the nation’s premier provider of school district physical plant operations consulting.  Please feel free to contact us by phone at 1-706-569-9669.