MEX

Assets

The Asset Register is the central hub of information in your MEX system. It shows your equipment information in a ‘tree’ structure. You can easily add new parent information, extra details, or pictures to the database.

The asset register supports information on every asset, including:

• Asset description and its classification
• Physical address
• Purchasing information
• Warranties
• Depreciation
• Physical dimensions
• Who uses it
• Who or what department maintains it
• Expected life
• Availability
• Pictures of the assets
• Drawings of the assets
• User definable fields. So, any information can be stored against the equipment.

You can arrange the asset tree as deep as you need, it can be structured as simply, or as complexly as you like. This allows you to display the break-down of your equipment from the top, showing you what the equipment is, where it sits in relation to the overall operation, and any maintenance or scheduling details

Asset Wizard

The Asset Wizard Tool allows you to build or view your Asset Register (graphically), which helps you easily set up each area of your plant, factory, or site.

In other systems, the method of setting up your asset register is a long and tedious one, but with the new MEX Asset Wizard designer, you can quickly and easily set up your asset register using the intuitive drag-&-drop functionality.

To start, simply map out the areas of your operation and start dropping pre-defined assets, equipment, or plants onto the work surface. Your assets are created, and ready to use throughout your MEX system.

This tool can save hours in the development of an asset register.

Features of the asset tool include:

• Drag and drop equipment
• Automatic numbering of assets
• Works with factories, buildings, warehouses. Any operation will benefit.
• Drill down through any asset to add its components.
• A 3 minute wizard which creates your overall operation in seconds.
• Over 200 pre defined items of plant equipment
• Add photos of assets
• Create your own assets
• Unlimited layers of assets
• Break down equipment into its components

Work Orders

If you want to create a job for someone, get something fixed or simply set yourself a reminder, Work Orders is the place to do it. You can easily find and edit records of a past or current maintenance job.

Work Orders can include the following information:

• The Asset
• Instructions for the job.
• The spare parts and materials required for the job.
• The labour requirements, including the names of the people doing the job, the trades of the people doing the job, and estimated and actual times spent on the job.
• Any associated documentation relating to the job. These are attached to the Work Order as external files and may be printed out with the Work Order.
• The dates the Work Order was raised, due to start, actually started and completed.

Work Orders may be created in MEX manually, through a Maintenance Request, or they can be automatically created as part of a Preventative Maintenance schedule.

Upon the completion of the Work Order, a history record can be created for the work performed. This can include materials used, staff resources, relevant costs, downtime and repair time.

Features of work orders include:

• Automatically created work orders from PM program
• Inspection work orders
• Asset Description
• Customer details
• Priority of work
• Work order progress statuses.
• Progress % of a work order
• Date created, due start, started, due finish, finished
• All trades people estimates and actual work
• All parts and material
• Purchase direct from a work order
• Reserve parts
• Requisition parts
• Check in / check out assets to workshop
• Invoice customer for work done
• Quote for work done
• Requester information
• Tasks to be performed.
• Create subsequent work orders from tasks and inspections automatically
• User defined fields for further information
• Project management
• And many more

Inspections

A key requirement for any modern maintenance program is to keep track of the all inspections being carried out on your Assets.

Some examples of inspections are:

• Monthly inspections of air conditioners within a building.
• Daily inspections of a production circuit.
• Shift by shift services of trucks.
• Routine housekeeping and environmental inspections.
• Six monthly fire services inspection.

“MEX Inspections” was developed to make your checks; easy to perform, easy to manage, and easy to report on.

Inspections can be performed using a handheld unit, manually using a paper based inspection system or with a combination of both. The MEX Apps software has been designed to interface to the MEX Inspections Module to make a completely paperless inspection system.

The information that may be recorded in an Inspection includes:

• A list of the Assets to be inspected.
• A list of checks to be made and readings to be taken on each Asset.
• A time based Frequency at which the Inspection creates Work Orders to carry out i.e. daily, weekly, every 6 months etc.
• The estimated labour requirement to perform the Inspection.
• The estimated time required to complete the Inspection.

Project Management

Manage your projects with our Gantt chart feature. This feature allows you to organise work orders into specific projects easily.

Some features include:

• Predecessor and successor work orders
• Critical path
• Progress management
• Assign labour to any work order
• Drag and drop re scheduling
• Drag and drop linking of work orders

Work Order History

Work Order History is a complete record of all the work you’ve done through the system. This information is recorded in the History module and can be recalled at any point for analysis and reporting.

The information that can be added to any History record includes:

• The Asset worked on.
• Description of the actual work performed.
• Downtime.
• Repair time.
• Actual labour and material costs.
• A listing of all spare parts used.
• A set of failure analysis codes.
• Personnel who worked on the job.
• Notes recorded during the job.

MEX lets you to store information on any work order - while in progress or already completed - in a paper or electronic form.

This historical information has many purposes;

• For any statutory work a record of the event must be recorded.
• Work performed is often repetitive. Solutions to this repetitive work can be found through subsequent analysis of why it occurs.
• To report on costs of maintenance (estimated and actual).
• To analyse and report on downtime/availability of plant and equipment.
• To analyse and report on the time to repair plant and equipment.
• To analyse the failures. Why they have occurred and what can be done about them.

Readings

Once you’ve added an Asset to the Asset Register, readings may be collected and recorded against the Asset. Readings are a collection of statistics taken from hour meters, odometers, pressure gauges, shock pulse meters or any other instrument that is required to record the performance of your Asset.

For a reading to be added into MEX, three pieces of information are required:

• The Asset: When a reading is entered into MEX it must be recorded against an Asset from the Asset Register.
• The Date: When a reading is recorded, the date that the reading was taken must be entered.
• The Reading Type: Every reading has a "Reading Type" associated with it. This indicates what the reading actually is (i.e. a temperature, operating hours etc.)

MEX Readings are split into two types:

Usage Based Readings: These are readings that indicate the usage of an Asset (i.e. hours of operation, kilometres travelled etc.) Once entered, these can be used in the scheduling of Preventative Maintenance.

Condition Monitoring Readings: These are general readings used to record and report on the condition and performance of Assets (i.e. temperatures, pressures, clearances etc.)

The two different types of readings are entered into the system in the same way.

Preventative Maintenance

All Preventative Maintenance (PM) of your company’s assets, plant and equipment can be managed by MEX. The frequency of the PM can be time based or usage based. The MEX PM module will create work orders from these PM’s.

The features of the Preventative Maitnenace module include:

• Time based frequency of PM’s. days, weeks, months, years
• Usage based frequency of PM’s. hours, kilometres, miles, tonnes, pounds, etc.
• Condition based PM’s. EG if thickness less than 5mm then create work order.
• Grouping of assets by asset type, manufacturer and model no.
• Easy to manage
• Inspection PM’s. One PM covers multiple pieces of equipment
• Allocate estimated manpower for each PM
• Allocate contractors for each PM
• Allocate estaimted parts and material for each part
• Automatically reserve parts on creation of work order
• Tasks list
• Have different strands of PM based upon department. IE electrical and Mechanical PM’s are separate.
• Create long term schedules calendars

Resource Scheduler

The MEX Resource Scheduler allows you to manage your workload. You can schedule your current and/or future Work Orders in-line with your available resources.

Using the Resource Scheduler you can plan work for:

• Trade Codes
• Trade Names
• Departments
• Any Area of your Plant/Assets

Easy Time

EasyTime is an electronic time card system that provides a more efficient way to enter trades information into MEX. It is an optional module that must be purchased separately to the MEX program (If EasyTime has not been purchased, the “EasyTime” button will be greyed out on the Main Menu).

The EasyTime module is used to create a Timecard for each Trade’s person during a given period. An employee’s Time Card can be raised for a week at a time, and as the week progresses - or at the end of the week - time is allocated to Work Orders for work that they’ve done, or are doing. This is then transferred to the relevant Work Order, and stored in the History.

Keys Register

The Key Register can be used to record information about all of your company’s keys. The register stores details such as; where the key unlocks, the status of a key, and who currently has the keys. This is a great feature when your facilities have many keys that change hands regularly. This leads to fewer lost keys, greater accountability and security.

Drawings

If your equipment has any drawings associated with it, these can all be managed through the drawings module of MEX.

All drawings, whether on paper, digital or otherwise, can be uploaded to the MEX drawings register and matched back to all the equipment it relates to.

When the time comes to dig up your old drawings, a simple click will display all the related drawings which can be viewed directly through MEX

Requests

The Request module of MEX is used in conjunction with Work Orders. This module allows you or your personnel to send requests to your Maintenance Department. The Maintenance Department may then raise Work Orders from these requests. Then the status of these Work Orders can be viewed by the requester.

Maintenance Requests are useful from a maintenance perspective as it allows the maintenance manager to determine which requests are worthy of Work Orders. It also allows for authorisation before any maintenance work is done. If the request is not authorised then it cannot become a Work Order, thus helping to minimise the issue of miscommunication when managing multiple projects.

Reports

You can easily create and modify reports in MEX by accessing the control files. You can create any report to display the technical results of a project, a work order, and multiple orders (and just about anything else). Reports can be imported and exported using XML.

We have many report templates already available. If need be, we can create custom report to suit your specific needs. We also run Report Writing Training sessions regularly.

Stores

The Stores Module is an add-on feature for MEX. It allows you to keep track of all purchasing data, plus it keeps tabs on how your parts and equipment are being used.

The catalogue allows to you set an image of each item so you can easily keep track. And, if you run on credit, negative stock values are now a system option.

“Reservations” allow you to hold parts from Stores, Work Orders, and Preventative Maintenance for general use.

With the Stores module, you can easily set up and perform customisable stocktakes.

Catalogue

The Catalogue is the heart of the Stores module. It is a complete listing of all the items defined in the Stores system. It is primarily used for recording the details of Spare Parts normally held in stock, but can also be used to list purchased items as required.

Features of the Catalogue include:

• Catalogue parts to NATO standards
• Multiple bin location
• Buy and sell pricing
• Customer specific mark ups
• Min Max and reorder levels
• Buy quantity that converts to sell quantities
• Multiple suppliers for each part
• Group Class and INC classifications
• Picture of a part
• Associated documents assigned to each catalogue number
• Consignment stock
• Hazard classification
• Stock and non stock items
• Instant view of what is on order, requisitioned and reserved.
• User defined fields
• Superceding parts
• Revalue stock
• APL’s what part used on what equipment

Transactions

To keep tight control over stock movements within the inventory module of MEX, we’ve included 28 different transaction types that could occur. The transaction types include; opening stock value, through to price variations, and invoice matching for returned stock.

• 28 transaction types for all transactions
• Issue items
• Return items to store
• Return items to supplier
• Multiple goods receipts for any purchase line
• Price variations for all transactions
• Can only return issued items
• Over issues
• Picking slips
• Invoice variations
• Receipt versus invoice matching

Purchasing

MEX’s Purchasing module allows you to create Purchase Orders when ordering materials and services from your suppliers. The Purchasing system is integrated with the Stores Catalogue and Work Orders so that as materials are purchased, they will update inventory levels and costs.

Features of the purchasing module include:

• Automatic replenishment of stock
• Standing orders, based on value and time
• Unlimited lines per purchase order
• User defined fields for the purchase order
• Goods receivable
• Invoice matching upon receipt of goods
• Stock value update upon receipt
• Multi level approval system
• Requisitions turned into purchase orders
• Direct issue of purchased items to the work order
• Goods return to suppliers
• Performance management of suppliers
• Purchase order status
• Freight costs
• Direct email of purchase orders
• Cancel of purchase orders
• Multiple currency

Requisitions

The Requisitions module allows you to make requests for materials to be provided. Once a Requisition has been placed in the system, it can be approved, then fulfilled by issuing stock from your inventory, purchasing from a Supplier, or a combination of both.

Requisitions are intended to be used by organisations that:

• Have a requirement for a tightly controlled supply of materials.

and/or

• Have remote sites that require materials to be provided, but perform their purchasing activities at a central site.

Reservations

If you are planning some future work and want to be sure the materials you require will be available, you can perform what we call, a "Reservation". The Reservations feature allows you to reserve stock in the Catalogue Listing so it cannot be issued to another job.

This ensures the quantity available for job is less than the "Stock on Hand" for the item.

New Features in MEX 12.5

• Group Inspections
• Risk Analysis
• Type Ahead prompting on main fields

Invoices

Within MEX, you can create invoices for any work you’ve completed. These invoices may be created either ad-hoc, or from a Work Order. When creating these invoices, the costs incurred on the Work Order will be marked with the charge-out rates appropriate to the customer, and then transferred to the invoice.

Features of the invoicing module include:

• Automatically create invoices from work orders
• Create multiple invoices per work order
• Specific customer mark-ups
• Payments
• Outstanding accounts reports
• Quoted amounts charged on invoice
• Nominate labour and parts on every invoice
• Determine margin on every job.

MEX Today

MEX Today is a configurable summary screen of your activities in MEX. Each user can configure their summary screen to suit their individual requirements.

The MEX Today screen will display:

• A list of any Purchase Orders, Requests and Requisitions that need Approval. These records may be Approved from the MEX Today screen.
• Shortcuts to your favourite screens in MEX.
• Shortcuts to your favourite reports in the My Reports section.
• A list of your personal Key Performance Indicators (KPIs) as well as a system wide list of KPIs.
• Your own contact details.

Import/Export Tool

The Import/Export Tool is an add-on feature, allowing you to import data from your old system, or export data from MEX. The data can be imported or exported on an ad-hoc basis, or scheduled to run automatically using Windows Scheduler.

The Import Tool allows you to:

• Create and save a template for future use
• Setup scheduled imports from your customised templates
• Import from Excel, CSV, Text and XML file formats
• Import to Purchase Orders
• Import to Readings
• Import to Fuel

The Export Tool allows you to:

• Create and Save a template for future use
• Setup schedules imports from your customised templates
• Export to Excel, CSV, Text and XML file formats
• Export from all tables in the MEX database
• Export from all views in the MEX database