Workmate by Cayman

Asset Management

• Import assets manually or from a CSV file.
• Information that can be held against an asset includes:
  • Equipment no./ID
  • Description
  • Area
  • Group
  • Project
  • Serial no.
  • Cost
  • Purchase date
  • Life expectancy
• Attach documents, drawings, manuals and images to assets.
• The asset record also includes a field for additional details, associated tasks or preventative maintenance schedules, and personnel.
• Workmate provides table views of the following:
  • Equipment: assets held on the register
  • Instructions: tasks performed on equipment
  • History: archive of past work orders
  • Spares: inventory of spares
• Each of the above tables share a simple layout and functionality.
• Workmate's flat structure means that assets, jobs and spares can be linked together, one-to-many in both directions.
• Search individual or multiple fields in the asset, jobs, spares and history tables to locate a record.
• Create unique searches or save searches for re-use.
• Right-click on an asset to:
  • Show associations with live jobs
  • Show associations with historical jobs
  • Show associations with maintenance programmes
  • Show associated spare parts
  • Show maintenance audit trail
• An asset's straight line depreciation is calculated from the purchase date, life expectancy and cost fields.
• Use role-based and per-user permissions to control what a user can do.

Maintenance Programmes

• Create recurring tasks that include:
  • Frequency (time or meter-based)
  • Originator
  • Type (e.g. mechanical, electrical)
  • Estimated hours
  • Staffing requirements
  • Permit requirements
• Configure a maintenance audit to request a reason for programme creation and modification. 
• Associate tasks with assets and spares.
• Scheduled tasks remain in the active worklist until they are:
  • Marked as complete
  • Cancelled
  • Rescheduled
• View scheduled maintenance in a detailed table (tea-card) view that includes total labour required per day.
• View a list of scheduled maintenance associated with a date or with a specific piece of equipment.

Work Order Management and Job Requests

• All active jobs are displayed on the worklist.
• The worklist displays:
  • Planned maintenance
  • Reported faults
  • Job requests
• Search and filter the worklist by:
  • Fields (job no., asset no., area, priority, status etc.)
  • Type (maintenance, fault, request)
  • Additional/custom worklists
  • Status
  • Priority
  • Area/location
• Create custom worklists for shifts, trades, engineers/technicians, locations or contractors.
• Assign a job priority automatically or manually.
• Add documents and additional detail to a job.
• Right-click on a job to:
  • View or edit its details
  • Complete or cancel it
  • Print or email a job card
  • Change its priority or status
  • View details of associated assets
• The next job within a maintenance programme automatically generates when a previous job is completed.
• When a job is completed, timestamps for the following automatically generate:
  • When a job was reported
  • When work was started
  • When work was completed
• Total downtime, as well report date and start/finish times, can be manually adjusted.
• Associate specific engineers with a job upon completion and automatically calculate a job's labour cost.
• Spares used can be pre-configured when setting up a job, as well as searched for and manually added upon completion.
• Pause in-progress jobs and select statuses, including:
  • Waiting for authorisation
  • Waiting for spares
  • Waiting for labour
  • Waiting for feedback
• When updating a job status, choose to notify specific personnel.
• Preconfigure email notifications to be sent to specific people whenever jobs are created, completed and modified.
• Create a simple fault reporting procedure, composed of two questions:
  • Where is the fault?
  • What is the fault?
• Define an unlimited number of common breakdowns and non-breakdown issues for an asset.
• Breakdowns enter the worklist as faults. Non-breakdowns enter the worklist as job requests.
• When reporting a fault, choose a description from the common breakdown list, the non-breakdown issue list, or the equipment's historical records.
• Faults can be marked as a "safety job". These are automatically included in a dedicated worklist for easy access.
• Quick complete feature for raising and completing urgent jobs.

Stock and Inventory Management

• The spares register is displayed as a table, in the same manner as the asset register. 
• Information that can be held against a spare includes:
  • Stock no.
  • Bin no.
  • Category
  • Group code
  • Cost centre
  • Total quantity
  • Optimal quantity
  • Number allocated
  • Reorder threshold
  • Last transaction
• Attach supplier information, like name and supplier part number, to a spare's record.
• Locate a spare by searching individual or multiple fields.
• Associate spares with tasks and maintenance programmes.
• Right-click on a spare part to book it out, adjust its quantity, see associated vendors and assets, or see its history.
• Create automated reordering parameters for when stock falls below predefined thresholds.
• A quick stock valuation instantly provides the value of spares searched/filtered.
• Purchasing functionality is available as an add-on.

Mobile App

• Available on iOS and Android.
• Runs on mobile phones as well as tablets.
• Available to an organisation as a one-off add-on.
• The mobile app allows a technician to perform the majority of work order related tasks: raising, editing, completing etc..
• Work completed offline synchronises when a user reconnects.

Reporting and Compliance

• Generate reports in four ways:
  • Search/filter and print data from one of the four registers (equipment, instructions, history and spares)
  • Export raw or filtered data from one of the four registers for use in an external tool
  • Use the built-in reporting engine and its templates
  • Contract Workmate to create bespoke reports
• Templated reports fall into the following categories:
  • Performance (e.g. breakdown analysis, downtime by month)
  • Maintenance (e.g. scheduled maintenance)
  • Staffing (e.g. team or shift activity)
  • Stock (e.g. reordering and usage)
• Report results are displayed in both a table view and a graphical view.
• Apply additional filters to create incredibly granular reports, as well as drilling down into included items.
• Export reports for sharing, and print both charts and lists.
• Control which users can create, modify and export reports.
• A shift log feature allows engineers to gain insight into operations within an adjustable time period (eight hours, a day, a week).
• Filter the shift log list further to see faults reported, jobs completed, spares used and more within the selected time.

Integrations

• Bespoke integrations are available if required.