                                    
           
    

                         ** MAINT (ver 1.02) **

                     MAINTENANCE MANAGEMANT SOFTWARE
       A Shareware Product from G.W.Richardson & Assoc. Australia
               Copyright (c) 1990 Geoffrey W.Richardson

                          - OPERATION MANUAL-

1.1 INTRODUCTION:
 MAINT is an easy-to-use yet powerful Maintenance Management Program. 
 The software is designed to enable small and large organisations 
 manage their equipment servicing and repair programs efficiently.
 MAINT will help you control maintenance and repair costs and will 
 maintain up-to-date records of servicing and repair history, 
 supplier's details, specifications and spare parts. 
 Cost budgets can be set and actual expenditure monitored against 
 these budgets.
 MAINT will produce jobsheets for items requiring servicing or check-
 ing for any required look-ahead period and will maintain a history of 
 manhours, costs, servicing instructions and comments for repair and 
 maintenance work carried out for each item.
 MAINT can handle equipment requiring Run-time or Calendar-time 
 servicing intervals and will keep track of equipment warranty expiry
 dates.
 A variety of reports can be produced detailing costs and manhours 
 spent on individual or groups of equipment for any time period and 
 individual maintenance and repair analysis reports are available 
 for each item to assist in replacement decisions.
 *MAINT* will keep track of equipment warranty periods and will advise 
 when a warranty expires. 
 In addition *MAINT* will record total downtime and availability % for 
 each item of equipment.
 The demonstration version of *MAINT* will store up to 25 equipment 
 items. The registered version will enable storage of up to 999 items.
                       
 1.2 LEGALITIES:
 MAINT is a Shareware product, should you decide to make use of this 
 software you are asked to pay a registration fee of $75.00 
 (Australian) to:
                       G.W.Richardson & Assoc.
                       PO Box 85 East Melbourne
                       Victoria
                       AUSTRALIA 3002

 Your registration fee entitles you to the latest version of MAINT 
 Software (without the Shareware notices), a printed copy of the 
 Manual and advice on future software updates (available at reduced 
 cost). 
 The registration fee enables further development of the software.
 An Order Form is included on the last page of this manual or by 
 selecting Item 6, from the Main Menu when running the program.



                                 (2)

 CONTENTS:
         Item               Page  |      Item               Page   
 ---------------------------------|------------------------------- 
  Introduction                  1 | A Typical Operating Cycle.    15
  Legalities                    1 | Hints & Tips:                 15
  Contents                      2 |    Increasing Sorting Ability.15
  Definitions & Conventions     2 |    Multiple Databases.        16
  System Requirements           3 | Running MAINT on a Floppy       
  Things to Note                3 |   Disk Drive.                 16
      Date Entries              4 | Backing-up DataFiles.         16
      Maximum Records           4 | Disclaimer.                   17
      Labour Cost Calculations  4 | MAINT Registration Form.      18
      Depreciation Calculations 4 |
      Warranty Tracking         4 |
      The Escape key.           4 |                                
  Servicing Categories.         4 |                                
  Getting Started.              5 |                                
  Running the Program.          6 |
      The Sample Database.      6 |                                
  Setting up your Database.     6 |                                
  The Housekeeping Menu.        7 |                                
  Running an Existing Database. 8 |                                
  The Main Menu:                8 |                                
      View/Eit Equipment Data.  8 |
      List Current Jobs Due.    12|
      Enter Jobs Completed.     12|
      Edit Housekeeping File.   12|
      View or Print Reports.    13|
      Information.              14|
      Ending the session &        |
       Returning to DOS.        14|
        DOS                       |      
      Return to Title Screen    14|
 -----------------------------------------------------------------------
  

1.3 DEFINITIONS & CONVENTIONS USED IN THIS MANUAL:

 1.3.1 "Database" refers to the total data stored for the Items 
  of equipment currently entered to a MAINT filename. 
  "Item" refers to an individual item of equipment in the Database.
  "Item No." or "Record No." refers to the reference number MAINT gives
  to each Item, it is NOT the Item I.D. which is supplied by the user.
  "Field" refers to one of the data records associated with an Item, eg 
  Supplier's name.

 1.3.2 The term "Maintenance" used in this manual refers to any 
  category of work carried out on an Item, ie Servicing, Checking 
  or Repairs. 
  MAINT separates Servicing work from Checking/Repair work, and 
  maintains separate Costs, Budgets and Records for these two types of 
  work. 
  This feature of MAINT is of importance to the Servicing 
  Manager as it enables him or her to determine how much of the total 
  budget is being spent on true Servicing work and enables Repair 
  and Servicing costs to be separately monitored.



                                 (3)

 1.3.2 When MAINT displays a character or word enclosed in Angle 
 Brackets thus: < >, the character or word within the bracket is a 
 Keyboard Key, eg. <ENTER> refers to the Enter or Return key, <D> 
 refers to the keyboard character "D", MAINT uses this convention
 to request you to press the key so identified.

 1.3.3 For all of the menus displayed by MAINT (including the Menu 
 Bar on the bottom of the Main Data screen), you only need to press 
 the keyboard number or letter indicated to select the required
 option.
 For all other inputs it is necessary to press the <ENTER> key 
 after pressing the desired number or letter key.

1.4 SYSTEM REQUIREMENTS:
 . MS-DOS (R) or PC-DOS Version 2.1 or higher.
 . An IBM PC (R) or Compatable Computer with at least 384Kb of available 
   RAM memory. Minimum values of FILES=10 and BUFFERS=10 should be 
   present in your CONFIG.SYS file. (Refer to your DOS Manual)
 . A Monochrome or (preferably) Color monitor with 80 column display.
 . A Graphics Board (preferably colour)
 . A Hard Disk (20Mb min) for serious users. The program can be run
   on a floppy drive, but in doing so runs slower as the program 
   makes frequent use of disk files.
 . An Epson FX (R) or compatable Printer.
   Note: PC-DOS and IBM PC are registered trademarks of International 
   Business Machines Corp, MS-DOS is a registered trademark of 
   Microsoft Corp, Epson FX is a registered trademark of Epson Americia 
   Inc. The names used in any sample data supplied are fictitious.

1.5 THINGS TO NOTE:
 1.5.1 MAINT Program and Data Files:
  Maint Program and Data Files must be located in the same hard disk
  or floppy disk directory. It is not possible to run MAINT from 
  one directory with the data files located in a different directory.

 1.5.2 Disk Space Requirements:
  When using MAINT, always check that sufficient disk space is 
  available for storage of the records you are planning to add. 
  Each record requires approximately 5Kb of disk space.
  
 1.5.3 Date Entries:
  Maint has a some important rules for entering Dates:
  When entering a Date, MAINT will NOT use dates EARLIER than  
  1 Jan 1960. 
  (If you wish to enter equipment purchased earlier than 01-01-60 
  then enter 01-01-60 as the purchase date and include a note in 
  the service instructions stating the actual purchase date.)
  Date entries can be either Day-Month-Year (British) or 
  Month-Day-Year (USA) format, the particular format used 
  is optional and can be set or changed using the Housekeeping 
  facility (Item 4 on the Main Menu). 
  MAINT will display the format required whenever a date input 
  is required. 
> Dates entries are entered in the form   01-01-91 
  The separators "-" ARE REQUIRED and if omitted will result 
  in rejection of the date. 
  The leading zeros for day and month numbers which are less 
  than "10" are optional and can be omitted.
  For the years up to 1999 you can input either the last two year
  numerals only or the full four numerals, however for the years 
  2000 and above the full four numbers are required. 
  MAINT will not accept dates ahead of the current date for Item 
  purchase dates or report cutoff dates.
  MAINT will "beep" if input does not follow these rules, and will 
  ask you to re-enter the date.



                                 (4)

 1.5.4 Maximum number of Records and Cash values:
  The registered version of MAINT can accept a maximum of 999 
  Item records. The demonstration (unregistered) version will  
  accept 25 Item records only.
  When preparing Reports, MAINT usually has to scan the whole 
  database. The length of time MAINT takes to prepare these 
  reports depends upon the number of items in the Database.
  To speed operation it may be preferable to create several 
  smaller databases rather than one large Database depending 
  on your computer speed.
  The maximum input cash value for an item is 999,999 however 
  larger numbers can be displayed in totals.
  MAINT will round input to integer (whole) numbers except for the
  Labour Wage Rates, Manhours worked and the Depreciation %, which 
  can be accepted as two decimal place numbers.

 1.5.5 Labour Cost Calculations:
  MAINT calculates Labour Costs using the Labour Cost Rate current at 
  the time that the work is carried out. The Labour Cost-to-Date 
  figures are a summation of these figures, which will NOT necessarily 
  be the same as total PRESENT-DAY Labour Costs if Labour rates have 
  changed. 
  If you require total PRESENT-DAY Labour Costs, multiply the Total 
  Manhours to-date figures by the CURRENT Labour Rate.

 1.5.6 Depreciation Calculations:
  The depreciation calculation done by MAINT is a simple staight line 
  calculation, made by taking the depreciation % per year rate 
  (as supplied by the user) and applying it to the Item purchase price 
  and age of the Item, ie.  
  Depreciation = (Age in Days/365) x Purchase Price x Depreciation %)
  When the age of an Item is reached where the Item is fully 
  depreciated, MAINT will display this fact. (See Sect 6.5, Item 
  Service & Repairs Analysis). 
 NOTE: Taxation requirements for depreciation calculations in your 
  area may require different calculation methods.

 1.5.7 Warranty Tracking:
  Repair work is often carried at the Owner's expense when the equip-
  ment is still covered by warranty. To avoid this situation MAINT 
  records the warranty expiry date when an item is added to the database.

  The warranty expiry date is displayed on the Main Data Screen for 
  each Item. The warranty expiry date can be changed, if necessary, by 
  selecting Item 4 on the Housekeeping Screen menu. If an item is not 
  under warranty or you do not wish to display the warranty information
  (eg. after the warranty has expired) then enter 01-01-80 as the 
  warranty expiry date using the Housekeeping Option or, if adding a new 
  item, when prompted by MAINT for the date.
>NOTE:  When using the "Find" option on the Main Data Screen, items that 
  are currently under warranty will display the character (Y) on the 
  righthand side of the screen.



                                  (5)

 1.5.8 The "Escape Key" F1
  Pressing <F1> (Function Key No.1) and then <ENTER> at any time that 
  MAINT is awaiting input will return you to the Main Menu. If done 
  whilst editing, the edits will not be saved, ie. it will act as 
  an "Escape" key.

1.6 HOW MAINT HANDLES VARIOUS CATEGORIES OF SERVICING INTERVALS:
   The intervals between Services for equipment may be set by any 
   criteria, for instance a truck may be serviced every 1000 Miles or 
   Km, a generator every 100 Hours of operation, a pump every 1000 Klt 
   pumped and a conveyor every 10 Days regardless of the hours it may 
   have run in the period. 
   MAINT can handle all of these servicing requirements.
   MAINT classifies the first three examples as "RUN-TIME" service 
   items and the third example as a "CALENDAR TIME" service item.
   The units applicable to "RUN-TIME" items eg kms, hrs, ltr are 
   set by the User, together with the required intervals between 
   Services. 
 > RUN-TIME items are assigned a "Check Period" in days, which 
   informs the service personnel when to inspect (check) the item and 
   read and note the operation recording device (odometer, hourmeter 
   etc) if fitted, and thus ascertain the actual servicing necessity. 
> NOTE If a recording device is not fitted the item would best be 
   set up as a CALENDAR-TIME Item, (unless some other means of 
   ascertaining operating time can be used, eg. Operator's log book 
   or notes)
   MAINT keeps records of the checks made and the current equipment 
   readings. When a Service is required MAINT records the details of 
   the work done.
 > CALENDAR-TIME items have their Servicing Interval described simply 
   in Calendar Days eg. a lathe which is serviced every 15 Days. 
 > NOTE that MAINT works in seven day weeks, eg. if you want to set a 
   Service interval of 2 weeks, enter 14 days.

            for an interval of 1 Week set Days =   7 
                               1 Month  "  "   =  30
                               3 Months "  "   =  90
                               6 Months "  "   = 180
                               1 Year   "  "   = 360
                                                   
   Another category exists for Items that are NOT serviced, usually 
   minor items which are simply replaced when breakdown occurs, (it 
   is of course necessary to keep an adequate supply of these items 
   in stock to replace the item when it does breakdown). 
   It is still important to keep a check on these items so as they 
   are not completely forgotten. 
   It is recommended that the Service Interval for these items 
   be set to a nominal period of say 50 to 100 days. 
   This ensures that a watch is kept on these items and a record of 
   the replacement frequency etc. is maintained.
   MAINT will print a list (Job Card) of Items due for Servicing/
   Checking for any look-ahead period (eg. Items Due or Overdue 
   for Servicing or Checking within the next 5 Days). 
   The list will contain Servicing Instructions and can be selected
   and sorted by various crireria to make organising of the work 
   easier.
  


                                 (6)

2.0 GETTING STARTED:
   The first thing to do is to make a backup copy of the System 
   Disk. 
   If you have two Floppy Disk Drives the easiest way to do this is 
   as follows:
   Place the System Disk (with it's Write-protect sticker in place) 
   in Drive [A] and place a BLANK, FORMATTED disk in Drive [B]. 
   From the DOS prompt type DISKCOPY A: B: and Press <ENTER> the 
   System Disk will be duplicated onto the blank disk in Drive [B], 
   then place a Write-protect sticker on the Original System Disk 
   and Store it away securely.
   If you have only one Floppy Drive, insert the System Disk as above 
   and, from the DOS prompt, type DISKCOPY A: B: and press <ENTER>. 
   The computer will tell you when to remove the System Disk 
   (the Source Disk) and insert the blank formatted Backup disk 
   (the Target Disk). 
   The next task is to create a separate directory on your Hard Disk 
   for MAINT files.
   To create a directory named MAINT on your Hard Disk proceed as 
   follows: 
   From the >C:\ prompt, Type MD \MAINT and press <ENTER>, this
   creates the new Directory. 
   Next to log into the newly created Directory: type CD \MAINT 
   and press <ENTER>....the DOS prompt should now show look 
   something like this >C:\MAINT
   Now copy the MAINT Program files from the System Disk to the 
   Hard Disk subdirectory, which you have just created, as follows.
   With the System Disk in Drive <A>, Type COPY A:\*.* C:\MAINT\*.*  
   and press <ENTER> this will copy ALL the files on the System 
   Diskette to the MAINT subdirectory on the Hard Disk, (including 
   the sample program (named "RB") and this Manual).                                                                                                                 
   If you are short of Disk space or don't want the Sample Database
   or the Operation Manual on your Hard Disk you need only copy the 
   following File from the System Disk:
                            
                            MAINT.exe
                            
   To do this place the System Disk in Drive <A>, type 
   COPY A:\MAINT.exe C:\MAINT and press <ENTER>
   then type COPY A:\MAINT.dat  C:\MAINT and press <ENTER>.
   If you have done all this correctly then MAINT is now installed 
   on your Hard Disk in the directory named Maint...and is ready to run.

3.0 RUNNING THE PROGRAM:
   3.1  The Sample Database:
   A sample Database (Filename "RB") has been included on the System 
   Disk to familiarise users with operation of the System. The 
   information on the sample program may be a little out-of-date 
   by the time you receive it, however you can use it to experiment 
   with freely.
   To run the program make sure you are in the MAINT Directory, type 
   MDEMO (if you are running the demonstration version of MAINT) or
   MAINT (if you are running the registered version) and press <ENTER>.
   MAINT will load and prompt you for a Filename, type RB and press 
   <ENTER>, MAINT will proceed to the Main Menu.
   By selecting Item (1) on the Main Menu, the Equipment Main Data 
   Screen will be displayed showing the current information and 
   service status for the first Item in the database.
   
   
                                   (7)
   
   You can use the <Page Up> & <Page Down> keys to view other items
   in the Database.
   Further options are available by typing the highlighted letter 
   from the Menu Bar at the bottom of the screen.
   Most Options will be self explanatory and are covered in detail in 
   Section 6.1 of this manual.

 4.0 SETTING UP YOUR OWN DATABASE:
   This Section exlains how to initiate a NEW Database for your
   requirements. 
   Firstly decide on a unique TWO character Filename for your 
   Database eg. HI or BR etc. 
 > NB. Make sure you do NOT use an existing MAINT Filename, or you 
   will overwrite existing MAINT Data Files!
   To start the process firstly make sure you are logged into the MAINT 
   Directory, then type MDEMO or MAINT (depending upon whether you are 
   running the demo or registered version of the program) and press <ENTER>.
   MAINT will load and prompt you for a filename, type the letter "N" 
   in this instance, to indicate you wish to start a NEW Database. 
   When asked for a filename for the new Database, enter the two 
   character filename you decided upon, and press <ENTER>.
   In routine start-ups MAINT can ask for a Password at this stage, 
   a Password can be entered later if required.
   MAINT will initiate Files for your new Database and proceed to the 
   Housekeeping Menu.

4.1 THE HOUSEKEEPING MENU:
   The Housekeeping File stores the main Standing Data for your Database
   eg Company Name, Area, Currency Symbol, Wage Rate etc. plus 
   Standing Data for individual items, eg Purchase Price & Date.
   This File can be edited from the Housekeeping Menu.
   This menu is accessed automatically when setting up a new Database 
   or can be accessed at any time by selecting Item (4) from the Main 
   Menu. 
   The Housekeeping File holds data that should not require frequent 
   changing. 
   For other editing of individual Items use the <E>dit key on the 
   Main Data Screen.
   The following data can be entered or edited from the Housekeeping
   menu:

               1) Company Name
               2) Area Name
               3) Item Standing Data ie      .  Purchase price.
                                             .  Date of purchase.
                                             .  Servicing interval.
                                             .  Run time or Calendar- 
                                                time Servicing 
                                                criteria.
               4) Current manhour rate  (for calculating labour costs).
               5) Current depreciation % allowance per annum for Items.
               6) Set or change the password. (Note: For security
                  reasons, to change an password you are first required 
                  to <Enter> the existing Password)
               7) Set or change the symbol used for currency (cash).
      Note  >     Any Keyboard characters can be used to denote the
                  Currency Symbol, however a single character is  
                  preferred.
                  If you input a number between 123 & 254 as the 
                  currency symbol then MAINT will use the corresponding
                  ASCII value as the currency symbol. eg 157 produces
                  
                  
                                          (8)
                  
                  the Yen symbol and 156 produces the Pound Sterling 
                  symbol on most computers.
          Note >  When printing some printers use the ASCII characters 
                  between 123 and 254 to print italic characters, in 
                  such cases it is usually possible to reset the printer 
                  to print the correct ASCII character.

               8) Set the number of printed lines per page for your 
                  printer.

               9) Set the Format required for entering dates 
                  (either Day-Mth-Year  or Mth-Day-Year). 

5.0 RUNNING AN EXISTING DATABASE: 
      
    Make sure the computer is the directory containing the MAINT files,
    type MAINT and press <ENTER>, the program will load and display 
    the Title screen and request a Filename.
    Enter the two character Filename for your database. (If you have 
    previously set it up in the Housekeeping section, the program will 
    now ask for a Password.)
    Enter the four character Password if required, and if it is 
    correct the program will advance to the Main Menu.
 >  NOTE: You will be allowed four attempts at the password, if all 
    are incorrect access to the Database will be denied and you will 
    be returned to DOS. 
    Passwords are NOT case sensitive and can be input in UPPER or 
    LOWER CASE characters. If more than four characters are entered 
    MAINT will try to match only the first four characters.

6.0 THE MAIN MENU:
    When the Main Menu is first displayed in a session MAINT will 
    asks you if the date displayed is correct. 
    Dates are read from the system clock and converted to 
    international format. As this date is used for calculations in 
    the program, it must be correct. 
    If the date is incorrect, exit from the program back to DOS and 
    set the correct date, (at the DOS prompt enter <DATE> and type 
    the correct date) then repeat the above steps to return to MAINT.
    The Main Menu screen also displays the total number of Items 
    currently in the Database.

    The Main Menu provides the following options:
                           1) View/Edit Equipment Data
                           2) List Current Jobs due
                           3) Enter Jobs Completed
                           4) Edit Housekeeping Files
                           5) View or Print Reports
                           6) Information
                           7) End This Session and Return to DOS 
                           8) Return to Title Screen

    One of the above options can now be selected by pressing the 
    appropiate number key.

 6.1  OPTION 1: View/Edit Equipment Data:     
    
    Selecting this option will display the MAIN DATA SCREEN, with 
    the data for Record No.1, shown. 
    
    
    
                                  (9)
    
    This is the Main Screen around which the Program works. 
    All of the current data for an item of equipment is displayed in 
    SUMMARY form on the Main Data screen. 
    You can page through Item records by pressing the <PAGE UP> 
    or <PAGE DOWN> keys. 
    Further options are available from the MENU BAR at the bottom 
    of the screen by pressing the highlighted letter required.
    The Menu Bar options are as follows:

                         <A>...To <A>dd a NEW Record to the Database, 
                            MAINT will assign the next Record No. to 
                            the new Record and lead you through the 
                            various questions necessary for entering 
                            the Record.
                          > The earliest date MAINT can use for the
                            Item Purchase or Service Date is Jan 1, 
                            1960, a date entered earlier than this, 
                            eg 01-01-59, would be rejected.
                            Where an item was purchased earlier than 
                            Jan 1, 1960, the date of Jan 1, 1960 
                            should be used and the Initial Service 
                            notes should contain a reference to the 
                            actual purchase date.
                 Note     > All of the Item Details need not be 
                            entered at this stage, however Service 
                            Criteria details ARE required, ie. Service 
                            Interval, and whether the Interval is 
                            Calendar Time or Running Time.
                            To make item selections accurate for 
                            Reports, as much detail as possible should 
                            be entered for a new Item. 
                            When entering New items MAINT retains 
                            details from the last item displayed on 
                            the screen, by pressing <ENTER> without 
                            entering any data the previous data will be 
                            accepted for the new item. This is useful 
                            when entering a number of similar type 
                            items where probably only the locations of 
                            the Items may differ.
  
                         <G>...To <G>o to a particular record press 
                            this key, MAINT will ask you for the 
                            required Record No. and the requested 
                            record will be displayed on the screen
                            if present in the Database.

                         <F>...To <F>ind a record press this key, 
                            MAINT will display all the Records in the 
                            Database, in summary, one item per line
                            on the screen. 
                            By using the <PAGE DOWN> or <PAGE UP> keys
                            you can move to or from successive screens.
                            Use the UP or DOWN Arrow keys to locate the 
                            cursor beside the required Item, press 
                            <ENTER> and the required Record No. will 
                            be displayed on the Main Data Screen.
                       >    NOTE  <F>ind is also useful for showing 
                           Empty Record Numbers. 
                            
                            
                                              (10)
                            
                            An Empty record No. will display the word
                            "EMPTY" beside the Record No.
                            Any Empty records can be used to store New 
                            Items. Simply place the cursor beside the 
                            Empty Record on the <F>ind screen, press 
                            <ENTER> and the Empty record will be 
                            displayed on the screen, then press the 
                            <E>dit key to enter details of the New Item.

                         <R>...This key <R>eturns you to the Main Menu. 
                  Note >    Pressing <F1> (Function Key 1) and <ENTER> 
                            at any time MAINT is awaiting input, will 
                            also return you to the Main Menu. If done 
                            whilst editing a Record, none of the 
                            current edits for that Record will be saved.

                         <E>...To <E>dit (ie change) details of the Item
                            currently displayed on the screen.
                     Note > The Purchase Price Purchase Price plus
                            Service criteria cannot be edited from this 
                            screen as these fields are treated as 
                            secure data. Use the Housekeeping option 
                            to edit these fields if required.
                            On pressing the <E>dit key the screen 
                            changes to Edit mode. 
                            The cursor will move from one field to the 
                            next by pressing <ENTER>. 
                            Type in the changes you wish to make. 
                     Note > If you don't want to alter the existing 
                            data just press <ENTER>, the existing 
                            data will be retained (provided you have 
                            not pressed any other key) and the cursor 
                            will move to the next field.
                            
                            After pressing <ENTER> at the last Field 
                            (the Service Instructions) all Edits 
                            just made will be saved. 
                     Note > The three lines of Service Instructions
                            are edited using the inbuilt Line Editor.
                            The Arrow, Insert, Delete, Home, End & Back
                            Space keys can be utilised to alter or add 
                            text. 
                            (If more space is needed use the Supp<L> key 
                            to access the supplementary page of instructions
                            after ending the Editing session).
                          >  Note that the text does not automatically 
                            wrap around to the line below when editing 
                            the Service Instructions. Each line is saved
                            exactly as it appears on the screen.
                            If you wish to go back to correct an error 
                            keep pressing <ENTER> until the bottom of 
                            the screen is reached, then repeat the 
                            <E>dit command and press <ENTER> until the 
                            entry requiring correction is reached. 
                            Make the required correction and again press 
                            <ENTER> until the bottom of the screen is 
                            reached and the corrections will be 
                            automatically saved.
                             


                                              (11)

                   Note  >  Certain Standing Data cannot be edited from 
                            the Edit Screen ie. Purchase Date, Purchase 
                            Price, and Servicing Criteria for an item. 
                            As this data is seldom required to be 
                            edited, editing, if required, is done from 
                            the Housekeeping Menu ie. Option (4) on the
                            Main Menu screen.

                         <D>...To <D>elete the Item displayed press 
                            this key.
                            MAINT will ask you to confirm that 
                            deletion of this item is in fact required.
                            (You must respond with an UPPER CASE
                            "Y" if you wish to delete the Item). 
                            If so, the Item data will be deleted. 
                            The Record No. is retained as an EMPTY 
                            Record and may be used for a NEW Record 
                            by use of the <E>dit key.
                     Note > If you <E>dit an EMPTY Record MAINT will 
                            assume that you want to enter a NEW Item
                            and will automatically change to the <A>dd
                            Mode however instead of adding a new Item
                            Record No. the EMPTY No. will be used.

                         <P>...Entry of this key will take you to the 
                            Re<P>orts Menu. Refer to Section (6.5) below 
                            for details of Reports available. 
                            The Reports (Screen and Printer) enable you 
                            to obtain detailed information for Items or 
                            groups of Items

                         <H>...This key gives you the detailed Service 
                            <H>istory for the displayed Item. These 
                            reports can also be printed out.

                         <U>...The <U>pdating key is used to enter 
                            details of Service, Repair or Check work
                            carried out on an item and any Downtime
                            incurred since the last service.
                            A two line comment on the work carried out
                            can be included as well as details of costs 
                            and manhours spent.
                            The entries are normally made following 
                            completion of Servicing, Checking or Repair 
                            work on an item. 
                            The computer will automatically update the 
                            History files following the completion of 
                            an <U>pdating session.
                   Note >   If no comments are entered in the Comments
                            Window for a maintenance session, MAINT will 
                            record the basic category of work done in 
                            the History File.
                         >  Once entered, History files cannot be edited.

                       <C>...This key displays the Spe<C>ification Data 
                            Sheet for the selected item. The Data 
                            Sheet can be printed or edited from this 
                            screen by following the displayed 
                            instructions.
                            
                            
                                              (12)
                            
                            The inbuilt Line Editor is used to enter or
                            edit text and the Insert, Delete and Backspace 
                            keys made be used. 
                            One Page is available per Item for Specificat-
                            ions
                       <S>...This key displays the <S>pare Parts list 
                            for the selected item. As for the 
                            Specification Data Sheet, the Spares sheet 
                            may be <E>dited or <P>rinted out if 
                            required.   
                            Again the inbuilt Line Editor 
                            is used here to enter or edit text.
                            One page is available per Item for Spares
                            listing.
                   Note  >  When entering or changing text on the Spe<C> 
                            or <S>pare sheets note that each line is a 
                            separate record, ie text does NOT wrap 
                            around to the next line automatically 
                            when editing.
                         >  Also note that, for similar equipment, 
                            data may be copied from an existing sheet 
                            to the current sheet, by use of the 
                            <T>ransfer command and can then be edited 
                            if necessary. 
                         
6.2 OPTION 2: List Current Jobs Due:
    Select this option to determine which items are due for Servicing 
    or Checking and optionally to printout the Current Work Schedule 
    on your printer for use in the field by maintenance personnel.
    Following selection of this option the computer will prompt you 
    for the Look-ahead period (in Days) required, eg. if you wish to 
    list all items due or overdue for work within the next 5 days, 
    enter 5 as the Look-ahead period. 
    A zero or a negative number can also be input if desired.
    The computer will then list on the screen all items due for work 
    within this period, sorted in order of days overdue.
  > A negative figure (eg -4) in the Days Due Column means that 
    Servicing/Checking is not due for another 4 Days, however this 
    is within the specified Look-ahead period.
    The job schedule can then be printed out for all items due for 
    servicing/checking or for a particular selection of Items and 
    can be sorted in order of Days Overdue or by Location. 
    
    You may only want to work on the items located on Floor 02 
    sorted by Location, with a 4 day Look-ahead from today.  
    Just follow the screen prompts to tailor the report accordingly.

    The printout of Supplementary Servicing Instructions (if present) 
    is optional. If printout is not required MAINT will include on 
    the report a note stating that Supplementary Instructions exist
    for the Item.

6.3 OPTION 3: Enter Jobs Completed:
    This option operates exactly the same as the <U>pdate option on 
    the Menu Bar of the Main Data Screen.
    It is used to record Servicing, Checking or Repair work carried 
    out on Items plus any downtime incurred since the last service.
    Following entry of work details for an Item, MAINT updates the 
    Item History files and recalculates the next Service/Check re-
    quirements. The updated information is immediately available
    for screen display or printer reports.


                                    (13)

6.4 OPTION 4: Edit Housekeeping File:
    Use this option to edit the Main Database Standing Data. 
    eg. Company and Area names, Wage and Depreciation Rates, 
    Currency symbol, Password and Item Standing Data eg purchase 
    price and date. 
    Servicing Criteria for individual Items is also edited from 
    this screen, eg Servicing type, interval, run-time units. 
    As the need to change this data would be infrequent, this 
    editing is done via the Housekeeping facility rather than 
    the Main Data Screen editing facility.

 >  The only Data fields that CANNOT be Edited are the Item Record 
    No. (set by MAINT) and the Item Serviving/Repairs History. 
    
6.5 OPTION 5: View or Print Reports. 

    NOTE: To avoid problems and confusion, printed reports are 
    designed for continuous fan-fold paper. The number of printed 
    lines per page is set in the Housekeeping option. (50 to 60
    lines per page is normally used).
    You should manually set top-of-page when prompted by MAINT 
    before printing starts.
    The following reports are available on-screen or on your printer:

                1) Maintenance and Repair History:
                   These reports detail all work, including costs and 
                   manhours, to-date for individual equipment Items.
                   Servicing comments entered following servicing,
                   checking or repair work are included in the report. 
                   If this section is entered from the Main Menu,
                   MAINT will ask which Item (Record No.) you wish to 
                   view, if entered from the Main Data Screen the
                   History for the displayed Item will be shown.
                2) Item Listings:
                   These reports list summary data for Items in the 
                   Database. Reports can be tailored to include 
                   required selections of Items in required orders. 
                   For the Items selected, total Purchase, Servicing 
                   and Repair Costs are displayed.
                   If the selection criteria is on Record No. or 
                   Asset Category, MAINT will ask for the Start and 
                   Finish Record No. or Asset Category required and 
                   will select all Items within this range including 
                   the Start and Finish No. entered.
                   If only one Record No. or Asset Category is 
                   required, input the same start and finish entry.
                   EMPTY Records are automatically excluded from the
                   Report.
                3) Item Repairs & Service Analysis:
                   This report provides an analysis of costs to-date 
                   for individual Equipment Items.
                   Current depreciation values and costs to-date as a 
                   percentage of purchase cost, together with average 
                   costs/day and week for the Item are provided to 
                   assist in replacement decision-making.
                
                
                                        (14)
                
                4) Servicing Jobs Due:
                   This report lists Servicing or Checking jobs due 
                   for any required look-ahead period.
                   Operation of this option is identical to that 
                   described for Option 2 of the Main Menu Screen 
                   (Ref. Page 12).
                   The printed report provides additional options 
                   for selection and sorting of items to aid in
                   carrying out the work in the field.
                 5) Cost Reports:
                   These reports are available in detail or summary 
                   form for the required selection of items, the
                   order of printing will be in groups, subheaded
                   according to the selection criteria. 

                   Reports can be ordered covering any nominated time 
                   period or Year-to-Date.
                   Year-to Date (YTD) reports can be selected for 
                   either Financial Year (starting 1 July previous)
                   or Calandar Year (starting 1 January previous)
                   When a YTD report is selected MAINT will automatic-
                   ally print the Yearly Budget Figures for the 
                   selected items, for comparison with actual 
                   expenditures to-date for the period.
                   Reports can be either Detail or Summary:
                   Detail reports detail costs for EACH Service 
                   or Repair job done for each item selected. 
                   Summary reports show TOTAL costs only for each item.
                           
                6) Budget Exception Reports:
                   This report lists items whose Average Annual Repair 
                   or Servicing costs to-date equals or exceeds the 
                   Annual Budgets for that item. 
                   This report enables attention to be drawn to items 
                   receiving excessive work and identifies Items with
                   recurring repairs or breakdowns.
                   The Report uses the Average Annual expenditures
                   to date as the forecast of the current annual 
                   expenditure and so enables a comparison to be made 
                   with the Annual Budget figure BEFORE actual cost
                   over-runs occur. 
                   The negative variance figures on the report are 
                   the Items forecast to over-expend.
            Note > For an Item recently added to the Database, and
                   with work done on it, the Forecast Average Annual 
                   costs could appear high as MAINT projects the 
                   current average costs per day to obtain the Fore-
                   cast Yearly Costs.

6.6 OPTION 6: Information:
                  This Option displays the Program Disclaimer plus 
                  information on viewing and printing this manual.
                  It provides details for Registration and a
                  Registration Form.  



                                      (15)

6.7 OPTION 7: End this Session & Return to DOS:
                  Select this Option when you have completed your 
                  current session with MAINT and wish to Exit the 
                  program. The length of time MAINT operated in the
                  current session will be displayed and the computer 
                  will return to the Operating System (DOS).
   
6.8 OPTION 8: Quit to Main Title Screen:
                 This Option enables the Operator to return to the 
                 Opening Screen and, if required, to load an 
                 alternative Database, without having to exit
                 from MAINT.
                 It can also be used for security purposes when 
                 leaving the computer unattended for a period, 
                 rather than leaving your data on display and 
                 open to tampering by others.
                 The Filename and (if previously set up) Password 
                 will be required to be entered again to regain 
                 access to the Database.

7.0  A TYPICAL OPERATING CYCLE:             
      The Operator would report in, load MAINT and the required 
      Database and then request a Job listing of work due (Item 2 
      on the Main Menu) for a given look-ahead period (say 5 Days) 
      for all areas or for the particular area he/she intends to 
      currently work in. eg Floor 03
      This report becomes the current job card and details the work 
      required. The operator proceeds with the SERVICING/CHECKING 
      work outlined on the Job Schedule Report.
      Any REPAIR type work required is also done & noted.
      Details of the time spent and materials/parts used on each work 
      item can be recorded on the printout for input to the computer 
      later.
      Upon completion of the work session the Operator returns to the 
      computer, selects the UPDATE function (Option 3 on the MAINT 
      Main Menu), and enters details of the work completed.
      The computer updates it's files accordingly and calculates when
      the next Service or Checking is required for each Item.
      Current data is always available for viewing on the Item Data 
      Screen, (select Item 1 on the Main Data Screen).

8.0 HINTS & TIPS:
   8.1 Increasing Sorting Ability:  
      In order to maximise the usefulness of the sorting abilities of
      MAINT it is worthwhile setting up a system for referencing equip-
      ment locations, asset categories and maintenance categories
      in an organised manner.
      For these data fields MAINT can select on MATCH or PREFIX. 
      For example the characters "L2" could be entered as the selection 
      criteria for Location as a PREFIX. In this case MAINT would 
      select all items whose location STARTED with the characters "L2".
      If the characters L2 had been entered as a MATCH, then MAINT
      would select only those items whose complete location title 
      MATCHED "L2", ie. an item whose location was L2w would be ignored.
      By organising location addresses on a grid basis, floor by floor
      or by area or room number, the tailoring of reports can be much 
      more useful and the sorting capabilities more powerful.
      
      
                                   (16)
      
      Similiarly, Asset and Maintenance coding could be arranged in a 
      heirarchal code, eg an Item may have a code of 1012  where the 
      first two characters could represent a major asset or job code 
      and the next two characters a subsection. 
     In this case by selecting "10" as PREFIX for selection of
      Items, all items in that section would be selected, ie all 
      Items whose code STARTED with the characters "10" .
      Similarly with selection of items by suppliers name. 
      If the character "M" was entered as selection criteria as a 
      PREFIX, MAINT would select all items whose supplier name 
      commenced with "M". If "Mc" was entered as PREFIX then all 
      supplier's names starting with "Mc" would be selected.
      If "MacFee Industries" was entered as a MATCH, then only 
      Items whose Supplier's title MATCHED (exactly) "MacFee 
      Industries" would be selected.

Note > Sorting is Case Sensitive, ie. MAINT treats "Mc" differently
      to "MC" for selection and sorting purposes. 
      It pays therefore to adopt a standard way of entering 
      alphabetic data before starting your Database, to avoid
      having to edit data later. 

      You may decide that all entries are to be Upper Case (capital) 
      letters or alternatively only the first letter is Upper Case.
      Except for the Item Record No. (set by MAINT), Numeric and 
      Alphabetic characters may be mixed. Note however, all sorting 
      is done alphabetically not numerically for all Data Fields 
      except for the Record No. which is a numerical number set by 
      MAINT. when the Item is created.
      Because of this, leading or trailing zeros are significant,
      ie 0012 is not the same as 12, for sorting purposes, for all 
      Data Fields except for the Record No.
      If for instance you had equipment spread over 15 Floors of a 
      building, the locations could be referred to as F01SE, F02NW 
      F12N, meaning Floor 1 South East etc, the leading Zero entered 
      for floors below 10 will ensure sorting will be on a floor by 
      floor basis.

   8.2 Multiple Databases:
       Rather than placing all your data in one large database,
       it may be convenient to maintain several separate
       databases covering different geographical areas. If this is 
       done the time taken to run reports will be decreased and disk 
       operation will be reduced.

9.0 RUNNING MAINT USING THE FLOPPY DISK DRIVES:
     If you don't have a Hard Disk you can still run MAINT.
     Place the System Disk (the disk containing your backup copy of 
     the MAINT program) in Drive A.
     Type MAINT and press <ENTER> the program will then ask for a 
     Filename, at this point you can change the Disk in Drive A to a 
     separate Data Disk or else record your data on the System Disk. 
     By using a separate Data Disk you will be able to store more 
     records. 
     With the System Disk removed MAINT can still run all operations.
     
          
     
                                  (17)
     
     
     MAINT Makes frequent use of the Disk files and because of this 
     is more suited to Hard (Fixed) Disk Operation.

10.0 BACKING-UP OF DATA FILES:

     It is strongly recommended that your Data Files be regularly
     copied to Floppy Disk to enable restoration in case the files 
     are accidently erased, or you experience a Hard Disk failure.
     The DATA Files MAINT uses are:
                            ++.HK
                            ++.DA1
                            ++.DA2
                      Plus  All Files with the extension ".++"
                            All Files with the extension ".++X"
                            All Files with the extension ".++Z"
                            All Files with the extension ".++S
             (where "++" is the two-character Filename of the Database)

    One method of backing up is to copy the Data Files to a Floppy Disk 
    using the DOS Global operator "*" and the Wildcard operator "?".
    To do this place your Formatted Data Backup Disk in Drive [A]. 
    Assuming your data is in a subdirectory of C Drive named "MAINT",
    from the DOS Prompt, type the following Commands one at a time and
    press <ENTER> after each:

                            Copy C:\MAINT\*.++? A:
                            Copy C:\MAINT\++.* A:
                           
     (where "++" is again the two-character Filename of the Database 
     being backed-up)
     If you have named your data subdirectory a name other than "MAINT"
     then substitute the actual name instead of "MAINT" in the above 
     example.
     If your Database is large (requiring multiple Backup Disks) it may 
     be preferable to use the DOS BACKUP Command instead of the COPY
     Command in the above example, and then use the RESTORE Command to 
     reload the Files when necessary. 
     Refer to your DOS manual for use of the BACKUP & RESTORE Commands. 

11.0 DISCLAIMER:
    G.W.Richardson or G.W.Richardson and Associates do not warrant or
    guarantee or make any representations regarding the use or results
    of the use of the software referred to herein or to written 
    material in terms of correctness, accuracy or reliability. The 
    entire risk as to the results and performance of this software is 
    assumed by the purchaser or user.



                                 (18)
                   
12.0 SOFTWARE REGISTRATION FORM:
    The following form can be used to Register MAINT or to order 
    additional registered sets of the software.
    On receipt of the Registration Fee you will receive a copy of 
    the latest version of MAINT (without Shareware notices) and a
    printed operation manual.
    Your Registration entitles you to use the software on a single 
    computer and to make copies for backup purposes.

    Thank you for your interest in this product...

    Geoff Richardson, 
    Melbourne Australia.   



                                --MAINT--
                            ORDER/INVOICE FORM   

    REMIT TO:                           FROM:         Date:________

    G.W.Richardson & Associates         Company  ------------------
    P.O. Box 85 East Melbourne         Mr/Mrs/Ms -----------------
    Victoria                            Address  ------------------
    Australia 3002                               ------------------
                                        Country  ------------------
                                                   Post Code ______
 => Please supply one (1) Registered set of MAINT
    software at $75.00 AUST per copy    ..................$________
 => ( ) Additional Registered sets of MAINT software
    at $50.00 AUST per copy             ..................$________
 => Foreign Shipping (If appliciable)  $5.50   ...........$________
    
                                                   TOTAL  $________

 => Circle Disk type required;
    ie.     5 1/4" (360k) or  3 1/2" (1.2mb)                   

   An $(Aust) Cheque drawn on an Australian Bank, an International
   Money Order, in $(Aust), or an Australian Money Order, are the 
   preferred payment methods.
                                 
                                  --ooOoo--
                       
