FAMAS Inventory User Manual
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FAMAS Inventory
User Manual
FAMAS Inventory User Manual
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1. Introduction The purpose of this document is to introduce the operator to the Inventory section of
FAMAS (Florida Air Monitoring and Assessment System). The FAMAS Inventory is
developed to aid primarily AMS CMR personnel and to a lesser extent site operators in
daily operations.
a. AMS CMR Shop Personnel
Maintains a property tracking database within AMS and at sites statewide
Maintains the Parts inventory database
Creates and tracks Work Orders
b. Site Operators
Review AMS CMR Inventory records for their sites
Initiate Work Orders requesting support from AMS CMR
Track work orders from inception to completion.
c. Others
Read only review of all the above
2. Security Security is based on access through FAMAS. You must have a FAMAS User ID before
you can be granted access to the FAMAS Inventory. In addition to privileges provided
thru the normal FAMAS program, you have additional privileges for FAMAS Inventory.
a. Administrators
Administrators have unlimited access to all areas within the FAMAS
Inventory program. Administrators can assign any FAMAS user to any of
the four categories. This level should be limited to trained AMS CMR
Shop personnel.
b. Editors
Editors will have view only access with the following exception; the
creation and completion of Work Orders.
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c. Browsers
Browsers will have view only access to the FAMAS Inventory database.
d. Users
No access at all to the FAMAS Inventory database. This list is the entire
pool of users within FAMAS itself, Again only a personnel registered
within FAMAS is eligible to become a user of FAMAS Inventory.
e. Login
1. Login to the FAMAS Inventory system is handled through your
network password. No additional login is necessary.
2. Login from outside the network. Load a web browser and
access FAMAS as normal.
3. Main Menu On the left had side of the screen in the FAMAS web site, under Utilities select
FAMAS Inventory. This will take you to the main inventory screen. See Figure 1
Figure 1
Each selection is available from this menu, they are:
a. Equipment
The “equipment” selection was based on Florida DEP Property Inventory. It is not
limited to only “property” items as was the preceding database. Now with the advent of
the AMS Inventory number any item of interest can be tracked and worked with.
Equipment items can be but not limited to: pumps, zero air systems, test equipment,
dehumidifiers, and many others.
1. This Selection will take the user to the AMS Equipment Inventory
main screen. From this screen, See Figure 2, most equipment
information can be accessed as needed.
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2. Section 5 “Equipment” will guide the operator through the use of this
selection.
Figure 2: Inventory Equipment Main Screen
b. Parts 1. This Selection will take the user to the AMS Parts Inventory
main screen. From this screen, See Figure 3, most equipment
information can be accessed as needed.
2. Section 6 “PARTS” will guide the operator through the use of
this selection.
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Figure 3 AMS Inventory Parts Screen
c. Work Orders 1. This Selection will take the user to the AMS Inventory Work
Order main screen. From this screen, See Figure 4, most
equipment information can be accessed as needed. Tracking and
creating work orders can be done from this screen.
2. Section 7 “Work Orders” will guide the operator through the use
of this selection.
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Figure 4 AMS Inventory Work Order Screen
d. Manage
1. This Selection will take the user to the AMS Manage main
screen. Only FAMAS Administrators will see this selection or
be allowed to make changes within FAMAS Inventory from this
screen, See Figure 5, Administrators can assign or remove rights
to users.
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Figure 5 Inventory Security Management Screen
e. Main Menu
When this selection is made, you will be returned to the main FAMAS Web page screen.
4. General Information This section contains information germane to the three main subsections of FAMAS
Inventory
a. Adding Records In all “Main Screens”, a button is provided at the top of the page to enable the addition of
records. In equipment this is called “Add New Equipment”, in Parts this is called “Add
New Part” and in Work Orders it is called “Create Work Order”. These will be explained
in depth in each section.
b. Search Searching within each section of the data base is handled by a drop down box and a
variable. Throughout the FAMAS Inventory database the wildcard is the percent sign, %.
This can be used both as a leading and a following wildcard. Thus if you search in
inventory for “Site” and use %A033% all equipment meeting the criteria will be
displayed.
c. Reset Clicking this button will return the search to the default listing and clear all search criteria
from memory.
d. Report Selecting report will create a report for the screen that is based on any and all criteria
submitted via the search criteria entered in the search windows.
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e. Page
The application can only display ~ 40 lines of search results. If your search exceeds this
limitation then Page numbers will be displayed.
f. Column Headings
In each of the main screens data are displayed via columns. The heading for each column
varies from subsection to subsection, but their use remains the same. One click on the
column header will sort the data by that heading; i.e. click on the “Description” heading
and it will sort all the displayed data, including multiple pages, in alphabetic order A-Z.
Click again on “Description” and the data will display Z-A.
g. Show Details
On the left side of all data returned in each main menu will be a “Show Details” link.
Clicking this will take the user to data specifically concerning the item listed.
h. Delete
Throughout the program the delete button will be available. This will delete the record in
question. Do not use this function unless you are directly instructed to. It is preferred that
a corrective record be initiated with in depth explanation to the error. If in doubt contact
the CMR Shop Supervisor.
5. Equipment
a. Adding New Equipment 1. Select Equipment from the Inventory Main Menu
2. Select “Add New Equipment” from the AMS Inventory Equipment
main menu. Refer to Figure 2.
3. Enter the appropriate data for the new item; AMS Inventory # will be
entered automatically and will be the key field for the database. The
DEP Property Number should be entered if available, enter the
Manufacturer by Name, Model and Serial number should be entered in
full. If either one is not available enter N/A. Refer to Figure 6.
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Figure 6 AMS Inventory Equipment Detail
4. Under status, select from the dropdown table. Usually, Active will be
selected for a new item.
Figure 7 Status Drop Down Table
5. Description is next. Enter ALL data available for the equipment.
Enter data not other wise identified above; ie options, manuals,
software, firmware versions, etc.
6. Enter P.O. Number if known if not enter “unknown”.
7. Enter date purchased, usually this will be on the packing list, or
Purchase Order
8. Enter warranty period, ie; 12 (months), 1 (Year) or 365 (Days), the
warranty expiration will appear and be calculated for you. Refer to
owners manual of the item for proper interval.
9. Press “Save” and the record will be saved. Any and all entries except
for AMS Inventory # can be modified with no loss of data at a later
date.
b. To research information concerning existing equipment 1. Refer to Figure 2: Inventory Equipment Main Screen
2. Create search criteria for the equipment required.
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3. From the AMS Inventory Equipment Main Menu find the
equipment required.
4. Select “Show Details” and AMS Inventory Equipment Detail will
be displayed See Figure 8
Figure 8 AMS Inventory Equipment Detail
5. Transactions and work concerning AMS equipment can be
accomplished from this screen. Actual examples of each type of
activity will be covered in Chapter 11.
i. “Create Work Order” will allow user to access a window filled
in with all germane equipment information needed to start a
Work Order.
ii. “Verify Manifold” Will take the user to a window to fill in
information concerning a site manifold verification.
iii. “Transfer” will allow user to “move” an item from its present
location to another.
iv. “Add Event” will cover “miscellaneous” events not other wise
identified. IE; Calibrations, verifications, on loan, etc.
v. “Assign Part” allows user to access the part database and
assign a part to the inventory item.
10. Parts The Parts section of the FAMAS Inventory program is provided to track and maintain
information concerning parts for AMS CMR equipment.
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Figure 9 AMS Inventory Parts Main Screen
a. AMS Inventory Parts Main Screen
This screen is laid out similarly to the Equipment Screen
already discussed. Adding new parts and the search mechanism is
the same. The default search is based on the AMS Part # query as
seen in Figure 9. General information concerning parts is
displayed here.
b. Access Part Information From the AMS Inventory Parts Main Screen find the part in
question and select “Show Details” link on the left of the menu.
An AMS Inventory Part Detail screen will appear. This will show
general information concerningthe part in question. As in the
Equipment Detail explained before all information can be changed,
corrected or modified as needed with the exception of the AMS
Part#. The AMS Part # is the “key” field for all part information.
A history of all inventory transactions is provided at the bottom of
the Detail page, default sort is by date newest on top. Seer Figure
10.
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Figure 10 AMS Inventory Part Detail
c. Inventory Transactions
It is thru the use of these buttons that accurate inventory information will be achieved.
All part transaction detail screens look the same, refer to Figure 11 In all cases the
numbers are entered as a positive number. Do not use -1 when you are distributing parts.
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Figure 11 Part Transaction Detail
9. Enter Request
This button is for entering a request from an
operator for this part. It is primarily to be used to obligate a
part that is on order or out of stock. Enter the number of
parts the requester needs in the Part Count cell. In notes
(This is a required field) Enter all information concerning
the request; ie: who, what, when, where, why. You must
also enter your name or initials.
10. Disburse Parts
This button is to be used to actually remove an Item
from stock and transfer it to a site or piece of equipment.
Enter the number of parts being disbursed in the Part Count
cell. In notes (This is a required field) Enter all information
concerning the request; ie: who, what, when, where, why.
You must also enter your name or initials.
11. Enter Order
This button is to be used when an order is placed to
a supplier. This should be updated at the same time the
request is submitted. Enter the number of parts that were on
the purchase request in the Part Count cell. In notes (This
is a required field) Enter all information concerning the
request; ie: who, what, when, where, why. You must also
enter your name or initials. Reference any documents you
may have from the supplier.
12. Receive Parts
This button is to be used for the receipt of parts.
This should be updated the same day as the items received.
Enter the number of parts received in the Part Count cell.
In notes (This is a required field) Enter all information
concerning the request; ie: who, what, when, where, why.
Include Purchase Order numbers and any other
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documentation that was received with the parts. You must
also enter your name or initials.
13. Transmogrify
Due to limitations within the database a part cannot
be assigned to a part. For instance; a bearing cannot be
assigned to a pump. A way was needed to identify these
transactions, ergo Transmogrify. This button is to be used
to convert any part, such as a pump, to a piece of
equipment. An entry will appear in the Part transactions.
See Figure 12.
Figure 12 Transmogrify
In this example one part was removed from stock
assigned an AMS Inventory Number (E001063) and was
added to the equipment inventory. This item will now be
tracked in the database as equipment, all other items by the
same part number are still parts.
14. Reconcile Inventory
This button is used to adjust inventory. Examples
are found items in the shop, or returning a part to stock that
wasn’t needed to repair a piece of equipment, and if parts
become missing (this is the only time a negative number is
to be used in the Part Count cell. Enter the number of parts
being disbursed in the Part Count cell. In notes (This is a
required field) Enter all information concerning the entry;
ie: who, what, when, where, why. You must also enter
your name or initials
11. Work Orders The work order section of the FAMAS Inventory data base was designed to track work
requests for the AMS CMR Shop. Historically many different methods have been
utilized for this, all worked to a certain degree. The work order section will provide for a
central location to store, track and prioritize CMR Shop work.
a. Priorities
The Work Order System is based on three levels of Priority.
9. Emergency
An Emergency Priority that involves data that has
been and continues to be lost. In our example above the
pump has quit thus no flow and no data.
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10. Urgent
An Urgent Priority is defined as loss of data hasn’t
happened yet, but could in the very near future. Examples
are: A request for a TEOM pump when the vacuum reading
has dropped below the minimum recommended (20 inHg).
It would be urgent we get one shipped to the site operator;
11. Routine
A Routine Priority is defined as day to day. The
loss of data if Routine work isn’t completed immediately is
very remote. Routine priority examples are: repairs to
equipment that would be considered a loaner; scheduling
and preparing for a site enhancement or installation; repairs
to pumps and equipment that are going on the shelf or to
the warehouse until needed.
12. When Convenient
This is reserved for work that makes more sense to
perform it at the next site visit for instance. Data is not
being impacted. This is where we will make entries for a
To Do list at the next site visit. Examples are: Inventory of
site equipment, replace roof platform due to rot, etc; etc.
b. Creating a New Work Order
9. There two ways to create a work order one is from the
Main Work Order screen (see Figure 13) and from the
Inventory Equipment Detail (see Figure 8).
10. From the Main Work Order Screen select “Create
New Work Order” and the Work Order Details
Screen appears (See Figure 13). This entry is for
Work Orders that are not directly associated with
Equipment. IE: Phone calls for training or
information purposes, requesting parts, software, etc.
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Figure 13 New Work Order 1
a. Date Created – Automatically entered by the
system
b. AMS Tracking Number – Automatically entered
by the system and is the key field for tracking
work Orders.
c. Requestor – Usually the person requiring the
Work Order. It defaults to the person logged into
the network machine, but with the use of the drop
down window any name can be entered. If
someone has called in, you can enter their name in
the window.
d. Status – This is always “Requested” initially.
Once work is being done or completed this will
change.
e. Priority – Keeping in mind the Priority definitions
identified earlier, select the Priority required. If
Emergency is selected another window will open
giving the requestor the opportunity to select
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email addresses of who should be notified of the
Emergency Work Order. This screen will stay on
screen until the save button is selected.\
f. Problem Found Date – This is the date the
problem was actually discovered, it may or may
not be the same as the Date Created.
g. Work Requested – Enter as much as is known
about the problem.
h. Requested Date – Select the date that the
Requestor desires the work be completed.
This is all that is required for the creation of a work
Order. Once Save is selected the Work order is saved
to the data base. The Outlook email window will
open and automatically enter the names you selected
in, the To: box. If there are others not listed in
FAMAS that you wish to add to the distribution list,
do so at this time. c. Completing a work Order
9. From the Main Menu select Work Order. From this
screen CMR Shop personnel can keep track of actions
required in the Work Order data base. By default,
only open work orders are displayed, if a closed Work
Order is required, uncheck the check box and all will
be displayed. As is common with all main screens
within FAMAS Inventory, clicking by column header
will sort by A – Z, click again and the Z – A sort will
be displayed.
10. Clicking show details will take you to the Work Order
Detail screen, See Figure 14
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Figure 14 Inventory Work Order Detail
11. Correction – This is what you or some one else did to
correct the problem. This space will also be used to
identify ongoing work, IE; Technician A may have
replaced the solenoids, while Technician B did the
leak test. Reference any forms used to fix problems.
And initial all entries.
12. Correction Date – Select the date that the CMR shop
says the requested work is corrected.
13. On Hold Reason – Enter reasoning for why the work
cannot be completed. Be very specific ie; Need part
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number XX_XXX which is on order. Purchase Order
Number XXX. Etc. Again initial of sign all entries.
14. Hold End Date – The best estimate of when the On
Hold will be removed. In this case the date the part is
expected from the supplier.
15. Shipping Type – If the part or piece of equipment
needs to be shipped to the requester, select what type
of shipping was involved
16. Shipping Date – Enter date shipped
17. Completed Date – The Work Order is NOT Complete
until the Requester says it is complete. Only the
requester, or on rare occasion an administrator, can
close the work order.
d. Main Work Order Screen
From this screen (See Figure 15) CMR Shop
personnel can keep track of actions required in the Work
Orders data base. By default only open Work Orders are
displayed, if closed work orders are required, uncheck the
check box. As is common with all main screens in
FAMAS Inventory, clicking any column header will sort
the list A – Z, click again and it sorts Z – A.
Figure 15 Main Work Order Screen
Clicking Show Details will take you to the Work Order Detail screen. See Figure 14
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12. Calibration/Verification Tracking The Calibration/Verification Tracking database has been added to assist users in tracking
this type of work. It was designed to be very flexible.
a. Creating a Cal/Varif record
9. Begin at the AMS Inventory Equipment screen (See
Figure 2)
10. Find the equipment you wish to attach the
calibration/verification report to.
11. Once the equipment is located, click on the “Show
Details” for this equipment.
12. The AMS Inventory Equipment Detail screen will be
displayed. See Figure 16
Figure 16 Inventory Equipment Detail
13. Initially the Cal/Verif Needed check box will be
blank. Select the box to begin a Cal/Verif Detail.
Press Save
14. Once saved the Create Cal/Cert button will be active.
Select Create Cal/Cert
15. The AMS Equipment Calibration Details screen will
appear (See Figure 17)
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Figure 17 AMS Equipment Calibration Details
8. There are four Activity Types to select from in the
drop down menu. Select the appropriate for the
action being recorded.
1. Verification
As defined in the QA Handbook Vol. II
Section 12.0 Rev 1: Commonly referred to as the
Redbook: this is a “Check without Correction.” A
multipoint verification falls into this category
2. Certification
As defined in the QA Handbook Vol. II
Section 12.0 Rev 1: Commonly referred to as the
Redbook: this is a “Check without Correction.”
3. Comparison
As defined in the QA Handbook Vol. II
Section 12.0 Rev 1: Commonly referred to as the
Redbook: this is a “Check without Correction.”
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4. Calibration
As defined in the QA Handbook Vol. II
Section 12.0 Rev 1: Commonly referred to as the
Redbook: Calibration is defined as: “the
comparison of a measurement standard, instrument,
or item with a standard or instrument of higher
accuracy to detect and quantify inaccuracies and to
report of eliminate those inaccuracies by
adjustment
9. Description of activity
Accurately describe the activity; such as:
Performed Temperature and Pressure verification
refer to scanned document for particulars.
10. Verify the date blocks and the requested by and
completed by blocks are accurate.
11. Browse to the location on the “N” Drive that the
scanned document resides. Highlight the document
and then press the “Save”.
12. A completed Cal/Verif Screen will appear. See figure
18.
Figure 18 Completed AMS Equipment Calibration Detail
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This manual was written by Don Brown. If you find any errors or
confusing steps, along with any omissions. Please forward the particulars to:
[email protected] or call 59550 or 59566.