Author: Ethan Wilke

FTMaintenance Select v.3.61.69.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.69.0, which incorporates the following:

Features

  • Asset Management
    • A Meter’s Unit of Measure list is now automatically filtered based on the selection of a Meter Type.

Solutions

  • General
    • Improve ability to make user logins for Customers.
  • Asset Management
    • Improved support for Meter Readings, Meter Reading Definitions, and runtime schedule-based Recurring Work Orders.
  • Work Order Management
    • Improve performance of Tool Pull and Restock operations from Work Orders.

FTMaintenance Select v.3.61.67.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.67.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved support for Meter Readings, Meter Reading Definitions, and runtime schedule-based Recurring Work Orders.
  • Inventory Management
    • Improved Inventory Item display of Quantity on Hand.
    • Improved ability to perform Inventory Pull Transactions for Inventory Items in multiple Locations.
  • Work Order Management
    • Improved ability to delete Recurring Work Order runtime schedules.
    • Improved Work Order permissions to allow Work Order Approval without Work Order Edit permissions.

FTMaintenance Select v.3.61.63.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.63.0, which incorporates the following:

Features

  • Inventory Management
    • Automatically enter the Cost Center on an Inventory Transaction when initiating a Pull or Restock Transaction from a Work Order.

Solutions

  • Asset Management
    • Improved support for runtime schedule-based Recurring Work Orders.
  • Work Order Management
    • Improve performance of Tool Pull and Restock operations from Work Orders.

FTMaintenance Select v.3.61.61.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.61.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved support for Meter Readings and Meter Reading Definitions.
  • Work Order Management
    • Improved support for runtime schedule-based Recurring Work Orders.

FTMaintenance Select v.3.61.59.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.59.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved support for Meter Readings and runtime schedule-based Recurring Work Orders.
  • Inventory Management
    • Improved Inventory Transfer Transactions.
    • Improved performance of the Inventory Catalog list.
    • Improved the refresh of the Inventory Item Transaction tab.

FTMaintenance Select v.3.61.54.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.54.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved support for Meter Readings and runtime scheduled-based Recurring Work Orders.
  • Work Order Management
    • Corrected an issue related to pulling Inventory Items stored in multiple Locations.

FTMaintenance Select v.3.61.51.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.51.0, which incorporates the following:

Solutions

  • Asset Management
    • Improved support for Meter Readings and runtime scheduled-based Recurring Work Orders.
  • Inventory Management
    • Improve Inventory Pull Transactions to require a non-zero pull quantity.
  • Work Order Management
    • Corrected an issue that caused Work Order activations from inactive Recurring Work Orders.

FTMaintenance Select v.3.61.50.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.50.0, which incorporates the following:

Features

  • Asset Management
    • Added the ability to automatically build an Equipment’s Parts list based on related Work Order Part allocations.
    • Added support for additional Meter Reading units of measure.
    • Expanded support for quick Asset lookup from the FTMaintenance Select homepage.
  • Purchasing
    • Expanded the available Purchasing permissions within User and User Group permissions.

Solutions

  • Asset Management
    • Corrected an issue that caused Equipment – Part associations to display incorrectly.
  • Work Order Management
    • Improved retention of Work Order Task selections when changing pages in the Task list.
    • Improved design for non-floating runtime scheduled on Recurring Work Orders.
    • Improved support for Meters, Meter Readings, and runtime schedule-based Recurring Work Orders.
    • Minor defect fixes and improvements to Work Order functionality.

What is Asset Tagging?

Asset tag on a CNC machine.

What is Asset Tagging?

Asset tagging is the process of labeling your organization’s physical assets with unique identification tags, such as barcodes or QR codes, to aid in asset management. It helps organizations increase visibility of their owned assets in order to improve asset tracking.

What is an Asset Tag?

Asset tags applied to bins in an inventory stockroom.

As the term implies, asset tagging involves the use of asset tags. Asset tags are labels used to identify an organization’s physical assets using a unique number. They are physically attached to assets in a place that is easy for technicians to view, scan, or from which to receive data. Asset tags come in many forms:

  • Barcode labels: Also called 1-dimensional (1D) barcodes, barcode labels consist of vertical lines and spaces that represent alphanumeric data.
  • Quick Response (QR) codes: A type of 2-dimensional (2D) barcodes comprised of symbols and shapes, capable of encoding a variety of data including alphanumeric characters, website URLs, images, and files.
  • Radio Frequency Identification (RFID) tags: Small electronic devices containing a microchip and antenna used for wireless identification and tracking.
  • Near Field Communication (NFC) tags: Similar in technology to RFID, NFC tags wirelessly transmit data within close proximity to NFC-enabled devices.
  • Global Positioning System (GPS) tags: Small electronic devices equipped with a GPS receiver, used to transmit a precise global location.

Depending on the type of tag, technicians use a barcode reader, smartphone app, or other scanning device to read asset tags and retrieve information about the asset.

Why Asset Tagging is Important

Between equipment, spare parts, tools, and other items, maintenance teams are responsible for hundreds to tens of thousands of assets. Not only does the sheer volume make manual tracking difficult, many assets may be similar to one another. The asset tagging process ensures that you have an accurate picture of your organization’s owned assets and can more effectively track assets throughout their lifecycle.

When integrated with computerized maintenance management system (CMMS) software or other asset tracking systems, technicians are able to quickly access critical information about assets including manufacturer details, service history, and maintenance documentation. Having such information at their fingertips allows maintenance teams to respond to breakdowns faster, systematically diagnose the causes of equipment failures, and reduce downtime.

Benefits of Asset Tagging

Asset tagging provides numerous benefits related to asset tracking and maintenance management:

  • Improve asset visibility: Easily identify what assets you have as well as their locations, conditions, and operational statuses.
  • Easily identify assets: Prevent confusion and errors by distinguishing assets from one another through unique naming and numbering conventions.
  • Quickly retrieve critical asset data: Access comprehensive data about an asset by scanning its tag.
  • Reduce data entry errors: Minimize mistakes from manual data entry by scanning a tag to input asset information.
  • Track assets in real-time: Monitor the location and movement of moveable assets in real-time with location-enabled tags.
  • Improve accountability: Implement a check-in, check-out system to identify where assets are located, who is in possession of them, and when they were taken/returned.
  • Reduce loss or theft: Track asset location in real-time to prevent unauthorized access or movement.

How to Implement an Asset Tagging System

A machinist working on a metal stamping press with an asset tag.

Asset tagging is a powerful tool that greatly increases your ability to track assets and their maintenance needs. Though it requires a little time and effort up front, the payoffs of asset tagging far outweigh the investment. Below is an overview of the steps involved in implementing an asset tagging system for your facility.

1. Create an Asset Register

An asset register is a formal list of all maintenance assets your organization owns or manages. Creating an asset register ensures that you have a complete picture of all assets and reduces the likelihood that assets will be ignored or duplicated. In addition to an ID, record an asset’s name, location, condition, and any other critical details. This is easily done in a CMMS.

2. Determine Which Assets to Tag

Though asset tagging has many benefits, it is often not practical or worthwhile to tag every single asset. Determining which assets are candidates for tagging relies on factors such as your organization’s goals, budget constraints, or the types of assets being considered. Below are some factors that might influence your decision on whether to tag an asset

  • Criticality: Critical assets are those whose failure or downtime greatly disrupt day-to-day operations or threaten safety. Assess an asset’s risk to help with this determination.
  • Value: Prioritize assets that are expensive to repair, replace, or are financially significant. For example, only tag assets that are above a set asset value.
  • Maintenance requirements: Consider assets that undergo regular maintenance, have specific calibration requirements, or require frequent inspection to stay on top of preventive maintenance.
  • Compliance requirements: Tag any assets that are required, by law, to be tracked and documented.
  • Frequency of use: Assets that are frequently used require more frequent maintenance, making them ideal candidates for asset tracking. Likewise, tagging assets that move frequently ensures they are available when needed.
  • Frequency of failure: Identifying and tagging assets allows you to link historical performance to a particular asset, allowing you to monitor performance, analyze trends, and make data-backed repair vs. replace decisions.

3. Assign a Unique ID Number

The main benefit of asset tagging is to be able to accurately identify assets for tracking purposes. Therefore, each asset must have a unique identifier. Your organization should develop an asset naming convention that is logical and makes assets easy to recognize from the ID alone.

Asset IDs vs. Serial Numbers

Though serial numbers are a way to uniquely identify assets, it is advised not to use serial numbers for asset IDs, as they serve different goals.

Serial numbers are assigned by manufacturers to distinguish one unit from another or for warranty purposes. Their format is not standardized and can vary between manufacturers, even for similar equipment. Further, serial numbers have no meaning to your organization.

On the other hand a strategic, internally-crafted naming convention allows you to build meaning into asset IDs, making it easier to identify and communicate about your assets.

4. Determine the Type of Asset Tag Required

Asset tags come in a variety of shapes, sizes, and materials to fit an infinite amount of applications. When figuring out what type of asset tags best fit your needs, consider the following questions:

  • What material is the surface to which the asset tag is to be applied?
  • What environmental conditions (i.e., heat, moisture, chemicals, etc.) are your assets exposed to?
  • What type of tag technology do you need to meet your asset tracking goals?
  • How much data needs to be encoded on the tag?
  • What types of asset tags are supported by the CMMS or asset tracking system?

5. Enter Assets into Your CMMS

If not already present in your CMMS, enter the assets from your register into the system. Include any information required by the system, as well as essential information such as manufacturer, serial number, and location. The more data you provide, the more effective the CMMS will be in building complete maintenance records.

6. Apply the Asset Tags

Affix tags in a secure, accessible location on each asset. The type of tag chosen earlier may determine how the tag is attached and where it is placed.

7. Train Your Team

Once asset tags are in place, you must educate your team on the purpose and significance of the tags and how to use them in their maintenance process. Train your team how to use any scanning devices, advanced CMMS features, or other software required for the asset tagging system.

Maintenance or asset managers should also document any policies related to the asset tagging system, such as how new assets are named, who is authorized to create new asset tags, what triggers the creation of new tags, and how to report any required changes.

Manage and Track Your Assets with FTMaintenance Select

Accurate asset identification is a key component of asset tracking. Asset tags uniquely identify your assets, ensuring that failures and maintenance activities are attributed correctly. When used in tandem with asset tracking software, like FTMaintenance Select, you can save time searching for asset information, entering data, and managing asset maintenance and repairs. Request a demo today to learn how FTMaintenance Select helps you effectively manage your assets.

FTMaintenance Select v.3.61.44.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.44.0, which incorporates the following:

Solutions

  • Work Order Management
    • Improved activation rules for Recurring Work Order runtime schedules.
    • Improved supported Meter Reading Units of Measure.
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.61.41.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.41.0, which incorporates the following:

Solutions

  • Work Order Management
    • Improved activation rules for Recurring Work Order runtime schedules based on a cumulative Meter Reading Definition.
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.61.39.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.39.0, which incorporates the following:

Solutions

  • Work Order Management
    • Improved activation rules for Recurring Work Order schedules with a weekly recurrence pattern.
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.61.38.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.38.0, which incorporates the following:

Solutions

  • Inventory Management
    • Improved Pull and Restock Transaction functionality when transacting Inventory Items with non-default Locations.
    • Minor defect fixes and improvements to Inventory functionality.
  • Service Request Management
    • Corrected an issue that caused Service Request information to incorrectly display in the Service Request list.
    • Minor defect fixes and improvements to Service Request functionality.

FTMaintenance Select v.3.61.36.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.36.0, which incorporates the following:

Solutions

  • Configuration
    • Corrected an issue in Work Order Configuration related to Customer and Location tab visibility settings.
    • Corrected an issue in Work Order Configuration related to the retention of field settings.
  • Reporting
    • Improved performance of the Dashboard.
  • Work Order Management
    • Improved performance of the Work Order Asset list.
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.61.28.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.28.0, which incorporates the following:

Solutions

  • Service Request Management
    • Improved performance of Service Request field visibility configuration.
    • Minor defect fixes and improvements to Service Request functionality.
  • Work Order Management
    • Improved Recurring Work Order
    • Corrected an issue related to viewing the details of a Work Order generated from a Service Request.
    • Improved performance of the Global Schedule.
    • Minor defect fixes and improvements to Work Order functionality.

FTMaintenance Select v.3.61.21.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.61.21.0, which incorporates the following:

Features

  • Configuration
    • Added new Work Order close requirements including Task completion, Costs, Locations, and Labor Resources.
  • Work Order Management
    • Introduced Recurring Work Orders (formerly Master Work Orders).
    • Improved the creation and management of Recurring Work Orders.
    • Optimized Work Order Labor Log Time Entry creation.

Solutions

  • Work Order Management
    • Improved Recurring Work Order scheduling.
    • Minor defect fixes and improvements to Work Order functionality.

Navigating the Fine Print: Understanding Your CMMS License Agreement

A CMMS software license agreement contract on a table with the FTMaintenance Select app on a phone.

Key Takeaways

  • A software license is a legally binding contract that details the rights and obligations of the CMMS owner (vendor) and end-user (you, the customer)
  • Software license agreements outline the conditions under which to use the CMMS, including license terms and number of users or seats
  • Understanding your CMMS software license agreement is critical to choosing the best CMMS for your operating environment

If you have ever installed a software program or created an account to use an online service, then you are likely already familiar with software license agreements. They are those lengthy documents that pop up and ask you to agree to certain terms and conditions before continuing.

While most people skip reading and blindly click “accept”, when it comes to buying software like computerized maintenance management system (CMMS) software, failure to understand license terms and conditions can lead to costly consequences. In this article, we discuss the different aspects of CMMS licenses that you should review before making a final purchase decision or ultimately using the software.

For the purposes of this article, we have limited the discussion of software license agreements to information relevant to you as the CMMS project manager, maintenance manager, or similar role. It covers general information that can be used to evaluate CMMS systems and evaluate vendors against one another.

What is a CMMS Software License?

A CMMS software license is a legal agreement between the software owner (vendor) and end user (your organization) that outlines the rights that apply to the distribution, use, maintenance, and management of the CMMS. It establishes the ownership rights of the CMMS vendor, and the usage rights and restrictions of the end user. Software license agreements are also commonly called End User License Agreements (EULAs) or Software License Agreements (SLAs).

When you purchase a CMMS for your organization, you are not buying the CMMS per se. You are really buying a license, or permission, to use the software application. The software license agreement spells out the rights granted to license holders, such as how long the license is valid, who may use it, and where it can be used.

Main Areas Covered by CMMS License Agreements

Though it may seem like boring legalese, CMMS license agreements contain valuable information about your rights as an end user, as well as other information about your system access and use. Below are the different areas typically covered by CMMS software licenses.

License Type

The license type determine the duration of time that a software license is valid. The most common types are perpetual or subscription licenses.

Perpetual vs. Subscription Licenses

Perpetual licenses are sold on a one-time basis and allow you to access and use the CMMS forever (i.e., in perpetuity). For on-premise software, the perpetual license typically applies only to the version installed, and not necessarily future versions. However, many vendors include free updates and upgrades with a license purchase for a fixed period of time. Organizations may also purchase separate service plans to receive upgrades and support.

Subscription licenses allow you to use the software within a fixed timeframe, typically a month or year. When the end date of the term is reached, the license is typically renewed automatically and allows usage for another interval. Unlike a perpetual license, which permits usage of the CMMS forever, a subscription license is “rented” from the vendor for a fixed period, and requires ongoing payment in order to continue use.

Read also: Understanding CMMS Software Pricing

User Rights

User rights, typically found in a “Usage Rights”, “License Grant”, or similarly named section, govern how users are authorized to access and use the CMMS. Common user right groupings are called named users, concurrent users, and unlimited users.

Named vs. Concurrent User Licenses

Named users licenses allow specific individuals within your organization to access and use the CMMS. The license is tied to the individual until it is revoked, transferred to another person, or cancelled (terminated). Named user licenses provide clear visibility and control over software access, ensuring that only authorized users can log in and use it.

Concurrent user licenses are based on how many users require access to the system at the same time (concurrently). With this model, any number of individuals may log in and out of the software, but access is restricted by the number of “seats”, or licenses, available at a given time.

Unlimited Users

Unlimited user licenses allow just that – an unlimited number of people to access and use the CMMS. Most commonly, unlimited user licenses are intended to allow non-maintenance employees to submit work requests using the CMMS’s web portal. Depending on the vendor, an unlimited work request user license may be included with a full user license purchase, or may be sold separately.

Unlimited user licenses may also be offered to very large organizations engaged in enterprise-level maintenance management. Enterprise license agreements (ELAs) provide anyone across the organization with full access to the CMMS. Note, however, that access may be restricted by other factors, such as geographic location. Location considerations are discussed later on.

User Role

Some CMMS vendors sell licenses related to a person’s job responsibilities or role within their organization. In this case, the license grants certain rights to CMMS users based on their role. Common user roles and their related system permissions are listed below:

  • Administrator: Ability to manage users, configure system settings, set user permissions, and manage data.
  • Maintenance Managers: Ability to create and assign work, schedule work orders and employees, generate reports, and access cost tracking tools.
  • Maintenance Technicians: Ability to view, update, and complete work orders; update asset performance and condition information; check items in and out of inventory; and access digital files.
  • Requesters: Ability to submit and review service requests.

Site or Corporate Licensing

CMMS license agreements may contain special terms and conditions for large organizations, or multi-site organizations spread across a wide geographic area, that state where the software may be accessed and used. Typically, the CMMS license applies only to the specific company and location that purchased the license.

For example, if you have a distribution center on both the East and West Coast, the East Coast location is not permitted to use the CMMS just because the West Coast location owns a license, even though both locations are part of the same organization. Alternatively, vendors may offer an unlimited user license to organizations with large maintenance teams operating out of a single location or maintenance teams split across geographic areas. These site licenses may have special pricing.

It is also important to consider your company’s future growth plans. Existing CMMS licenses may not necessarily apply to any future locations your organization operates. Make sure to discuss any location-based licensed terms with your vendor.

Hosting, Maintenance, and Support

CMMS license agreements may include details about what software hosting, maintenance, and support is included with your license purchase. For example, some vendors charge a hosting fee for cloud-based CMMS software, in addition to the licensing fee (though both are typically included in the subscription license price). If you no longer wish to use the software in the cloud, some vendors can transition the CMMS to an on-premise installation.

Vendors that sell perpetual licenses may include maintenance and support service for the first year, but then require you to purchase maintenance agreements to continue receiving support and upgrades. With subscription licenses, support and maintenance are often included in the license renewal cost. Some vendors may sell support and service agreements separate from licenses.

Other maintenance and support items to examine include:

  • What type of support is available (i.e., phone, email, live chat, priority) and when
  • Whether product updates and upgrades are included
  • Whether support documentation, such as user guides, are available
  • What process is used to report bugs or request features

Termination and Renewal

Termination and renewal terms specify how organizations are to renew or continue with their software license agreements. If termination processes are not properly followed, you may be on the hook for paying for licenses that you don’t use, or in extreme cases, prompt legal action. Conversely, not understanding renewal requirements (and letting the license expire) may cause your team to unexpectedly lose access to the CMMS and critical maintenance data.

Final Thoughts on CMMS Licenses

Thoroughly understanding CMMS software license agreements is critical for making informed purchase decisions and avoiding potential pitfalls. By carefully examining CMMS license terms and conditions, you can ensure that the CMMS aligns with the needs of your organization.

FTMaintenance Select is a low-cost, low-risk CMMS solution for documenting, managing, and tracking maintenance operations. Request a demo today to learn more.

FTMaintenance Select v.3.55.11.0 Release Notes

FasTrak SoftWorks, Inc. is pleased to announce the release FTMaintenance Select v3.55.11.0, which incorporates the following:

Features

  • General
    • Improved FTMaintenance Select load time performance in multiple areas.
    • Optimized the user flow after updating records in multiple areas.
  • Asset Management
    • Added the ability to look up Assets from the FTMaintenance Select Home page.
  • Inventory Management
    • Added the ability to create Inventory Items from the Inventory menu.
  • Notifications
    • Added SMTP configuration support for email notifications.
  • Service Request Management
    • Improved the usability of the Assets grid on the Service Request form.
    • Requesters can now view only their submitted Service Requests.
  • Work Order Management
    • Added support for automatic, sequential work order numbering.
    • Added the ability to create maintenance procedures.
    • Added the ability to view a Work Order’s related Service Request, Requester, Request Date, and Request Time.
  • User Management
    • Enhanced and expanded Permissions for Assets, Service Requests, Work Orders, Inventory, Labor, Purchasing, and Configurations.
    • Added default Permissions for default FTMaintenance Select Users and User Groups.

Solutions

  • Asset Management
    • Improved the ability to add parent Location associations.
    • Part records created as a result of creating an Inventory Item record are now created with a Maintainable Status of “Non-Maintainable”.
    • Improved the quality of thumbnail images on the Asset record details page.
    • Improved visibility of an Asset’s related Recurring Work Orders.
    • Corrected an issue that prevented an Asset’s first Meter Readings from properly displaying.
    • Minor defect fixes and improvements to Asset functionality.
  • Inventory Management
    • Improved the ability to edit Stockroom Locations including Aisles, Racks, Shelves, and Bins.
    • Improved Inventory Transaction and Transaction History.
    • Minor defect fixes and improvements to Inventory functionality.
  • Service Request Management
    • Corrected a Service Request permission issue that prevented Users from submitting Service Requests.
    • Improved the performance of the Service Request Asset Visibility configuration setting.
    • Improved the performance of the Service Request Field Visibility configuration setting.
    • Service Request Assets are now filtered based on a requester’s associated Location.
    • Corrected an issue that caused errors when the Location field is set as required.
    • Minor defect fixes and improvements to Service Request functionality.
  • Work Order Management
    • Improved scheduling of Recurring Work Orders.
    • Corrected an issue that prevented the deletion of Work Orders if their number contained certain special characters.
    • Recurring Work Order numbers now have a default prefix of “MWO”.
    • Improved Work Order Approvals and signatures to better comply with industry standards.
    • Improved the consistency of grid formatting.
    • Created Date can now be shown on the Work Order grid.
    • Corrected an issue that prevented Work Orders from being closed when certain conditions were present.
    • Corrected an issue that prevented the logged in User from being added to a Work Order as the Work Order Lead.
    • Corrected an issue that caused errors when adding Tasks to Labor Logs.
    • Improved Work Order Labor Configuration settings.
    • Minor defect fixes and improvements to Work Order functionality.
  • User Management
    • Corrected an issue that caused errors for Users with only “view” Asset
    • Deleted Users are now properly removed from their associated User Groups.
    • Minor defect fixes and improvements to User Management functionality.