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Technology Maintenance and Repair Tracking System 


What is DMLT Technology Maintenance?
JanusGroup.com's DMLT Technology Maintenance is a complete order tracking system developed exclusively for school districts of all sizes.

With its easy, web based interface, authorized users can submit, review, and process service orders related to your school district's Building and Equipment Maintenance and Repair operations.

DMLT Technology Maintenance enables those responsible for placing, estimating, approving, and executing service requests to "handle the paperwork" wherever and whenever they have access to the Internet.

Designed to provide a chain of responsibility for tracking of maintenance and repair orders, it offers unequaled opportunity for qualified participants to know the nature of an order, the responsible party assigned to service the order, and the final disposition of that order, including materials and labor costs.

Beyond its extensive built-in capabilities, DMLT Technology Maintenance provides easy transfer of data into Microsoft Excel and other major spreadsheet programs for advanced analysis.

 

Who uses DMLT Technology Maintenance?
The program provides multiple levels of access, granting different types of users differing sets of views and program rights.

The program is password protected, effectively  preventing access by any but properly authorized personnel.  Each user is uniquely identified and assigned a role commensurate with his level of authority.

A specific user is assigned program rights as an...

Initiator
Foreman
Technician
Approver
Staff member

Initiator: Is authorized to submit and review repair/maintenance orders.

Foreman: Is authorized to submit, review, assign a technician, estimate, add notes, and generate report data for statistical analysis.

Technician: Is authorized to submit, review, estimate, and add notes.  In situations where the technician does not access the program directly, information may be entered by a designated data entry clerk.

Approver: Is authorized to submit, review, generate report data for statistical analysis, and approve or disapprove a repair/maintenance order.

Staff member: Is authorized to submit, review, and generate report data for statistical analysis.

 

What does the program do?
At its most basic level, DMLT Technology Maintenance stores and selectively retrieves information related to specific service requests- from submission to disposition.

It enables school districts to create, enforce, and preserve complete documentation of maintenance/repair service orders- quickly and effectively eliminating paperwork and streamlining operations with the efficiency of modern network communications.


Tracking a repair/maintenance order...
The best way to appreciate the power and simplicity of DMLT Technology Maintenance is to see it in operation. After a brief introduction to the log-in screen, we will parallel the general sequence of an order as it passes through the system.


Login: All users must log in using a uniquely assigned user name and password.  Depending on the user's designated rank within the system, he will have program rights associated with one of the five choices below.

A specific user is assigned program rights as an...
  • Initiator
  • Foreman
  • Technician
  • Approver
  • Staff member

Maintenance Order: All users...

Maintenance Order Form


The first item on the form is a drop-down list for selecting the originating location.

The second item is the Order Type. such as Building, Grounds, Technology
 
The third item is the Manufacturer.

The fourth item is the Device Type, such as Computer, Monitor, VCR, etc.

The fifth item is the Purchase Order.
The  purchase order number, if one exists, may be entered into field #5  but this number is not required to initiate an order, and may be assigned at any stage before completion/cancellation.


The sixth item is the
Model Number.

The seventh item is the Serial Number.

The large text entry field on the form is for a description of the problem and any additional information as directed by your local policies.


All users may submit a maintenance/repair service work order by selecting the MAINTENANCE ORDER button and filling in the appropriate fields on the form for the type of service needed. 

If the form is to be used to request maintenance or repair that will not require  manufacturer,  model or serial number information, such as building maintenance or generic equipment repair, those fields can be left empty.

However, the description field then becomes even more important and every effort should be made to describe the nature of the problem, the type of equipment, if any, and any other relevant information as directed by your local policies.

If the form is to be used to request maintenance or repair of equipment like computers, monitors, copiers, audio-visual equipment, etc, where device specific information is required, the fields that request the manufacturer, model and/or serial number should be filled in for sorting, retrieval and reporting purposes. The description field, again, is to be used to describe the nature of the problem and other pertinent information.


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Order Review: All users...

Once an order has been submitted, the program automatically assigns a unique, coded tracking number.

The ORDER REVIEW button generates a screen like the one at left.

The user may choose to view all active orders, completed orders, or only the orders within each category that he has submitted.

Most columns may be sorted by clicking on the column heading.

Order Review provides instant information for all users...
Changes in status or Work Notes are updated in real-time, instantly available to all users.

Order Status
No matter what a user's rank or role within the system, the Order Review contains readily identifiable and easily interpreted information concerning the current status of an order.

The status of an Active Order...

Ordered When an Initiator enters a repair/maintenance order, the program sets the status and generates an order tracking number.

Technician assigned The foreman either assigns the order to a technician, or may perform the work.

In Progress - The foreman either assigns a technician or himself to the order to perform the work. The technician enters work notes to signify that he has the order and will be handling it. The work notes are visible to all users of the program.

Approval Needed - The technician or foreman enters an estimate for the cost of maintenance or repair. If the estimate exceeds a client selected dollar amount, the order requires approval.

Approval/Disapproval - The approver decides whether to approve or disapprove the estimated cost of the order.

Back Order - Repair is delayed.
 

The status of a Completed Order...

Completed The service the order requested has been successfully completed.

Not Practical The service that the order requested has been deemed impractical to fix.  An order with this designation is considered to be completed.

Please note: A completed order is closed, and cannot be changed.  Any work on the same machine or building area will require a new order.

 

Order Detail, History, and Work Notes
From the Order Review screen, any information in the form of actions, notes, approval or completion status is accessible for each order by clicking on its tracking number.

Subsequent screens allow increasing levels of detail, from summarized histories to specific foreman and technician Work Notes.

 

Order Review provides action alerts for specific user ranks...
If an order requires action by the current user, Order Review marks it with a blue arrow in the leftmost column.  Possible actions will vary depending on the rank of the user within the system.

Foreman: Assign Technician,  add foreman Work Note...
A foreman's order review highlights new incoming orders. The foreman reviews the order and selects a technician to be responsible for its execution.

The foreman can add notes to any active order.

Foreman or Technician: Add Work Notes, enter an  estimate, set status...
A foreman or assigned technician's order review highlights repair/maintenance orders which require some action on his part.

As an order progresses through the system, it must receive an estimate for the projected cost of a specific job.  If the cost is above a specified amount, the program marks it as "approval needed" and automatically notifies an authorized approver via email.

As long as an order remains active, the foreman or assigned technician may enter Work Notes about its progress.

Work Notes and estimates are always available to all authorized users of the system.

In situations where the technician does not access the program directly, information may be entered by a designated data entry clerk.

Approver:  Approve or disapprove...
The school district may specify a trigger estimate at which a job will require approval by an authorized user.  If a job is estimated to exceed this amount, the program automatically notifies the approver via email.

An approver's Order Review highlights orders that require approval.  The approver may access all information about the job and grant or withhold authorization to proceed.

Only an authorized approver can modify an order status from "needs approval" to "approved".
 


Reports: Foreman, Approver, and Staff...

A foreman, approver, or authorized staff member has access to the DMLT Technology Maintenance report generator, a filtering tool that answers questions like

"What orders were completed for a specific location between the months of X and Y?"

or

"Which orders did a specific technician complete between the months of X and Y?"

 

DMLT Technology Maintenance includes built-in reports for:

  • Order Aging (presented as a graph, showing the relative length of time for open orders in the system)
  • Technician Analysis (tabulates and provides access to open and completed orders assigned to each technician)
  • Location Analysis (tabulates and provides access to open and completed orders originating from each location)
  • Device Type Analysis (tabulates and provides access to open and completed orders for each device type)
  • Cost Analysis (calculates cumulative and average costs for completed orders in specific date range, grouped by location, type, or by technician.

The following features apply to all DMLT Technology Maintenance reports (except the "Order Aging" graph):

  • Reports can be defined to restrict resultant data to a specified range of dates.  (Enter "From" and "To" dates in mm/dd/yy format, and click the button to "Set Range")
     
  • As illustrated below, reports provide full "drill-down" access to the underlying orders.  For example, clicking the "open orders" total adjacent to a specific technician's name will yield a list of all open orders assigned to that technician.  This list, in turn, links to details about each order, including all the relevant data entered into the system.
     
  • Reports calculate the average age of open orders, as well as the average time required to complete the ones that have been closed.  For example, the Device Type Analysis will show how long, on the average, it has taken to repair/maintain similar types of equipment, and to access work notes relating to those repairs.
     


A. List of open orders selected from "Technician Analysis" report shows every open order assigned to the specified technician.

B. A specific order pulled up from the list.

C. Work notes related to that order.

D. A complete, printable history of all entries related to the order.

E. Email links to key personnel involved with this specific order.

Similar levels of detail are accessible from all of DMLT Technology Maintenance
's tabular reports.


 

In addition to the built-in reports, technically capable users will find it easy to transfer data from the Reports results to standard spreadsheet programs (Excel, 123) for more advanced analysis, should it be required.


Help: From anyplace within DMLT Technology Maintenance, users may access this document by selecting the Help button.

Log Out: From anyplace within DMLT Technology Maintenance, users may log out by selecting the Log Out command at the top right corner of the program window.

Exit: After logging out, the Log-In screen appears.  Users may exit the system by selecting the [X] icon at the extreme top right corner of the program window.


Appendices

A. How records are displayed
Pages which display multiple records will sort them chronologically, with the oldest orders first and the most recent orders last in the list. 

On some pages, such as the Order Review referenced above, the displayed information may be sorted by clicking on a column heading.  To reverse the order of the sort, click the same column head again.


B. More about the Order Review display


The Order Review display provides a lot of information in a relatively compact space.  There are essentially two sets of data: Active and Completed orders.

When selected, the Active Order Review displays active orders in green type.

When selected, the Completed Order Review displays completed orders in blue type

Either of these may be filtered to show only those orders initially entered by the user. Additionally, contents may be sorted by clicking the column head, and the order may be reversed by clicking it again.


Column Contents:

P    F    [T #]   Init  Date   Status   Tech Assigned  Order Type  Location
The 1st column "P" is the Priority Code. It can be set when the order is 
is initiated as L=Low, N=Normal and U=Urgent.
The 2nd column "F" is Flagged for this user.  An arrow indicates an item for the attention of the user who is logged into the program.
The 3rd column "T #" is the Order Tracking Number.  Clicking this will lead to detailed information on the order.
The 4th column "Init" identifies the Initiator who sent the order to the program.
The 5th column "Date" is the date that the order was sent.
The 6th column "Status" is the Current Status of the order. 

In Active Orders, this may be: Ordered, Tech Assigned, In Process, Back Order, Needs Approval, Foreman Note or Technician Note.

In Completed Orders, there are two status types: Completed or Not Practical.

The 7th column is the "Technician Assigned"
The 8th column is the "Order type" - One of the list in the selection box
The 9th column is the Physical "Location" of the problem or need.

 

C. Order status real-time  updates
All entries in DMLT Technology Maintenance are updated by the program in real-time, so changes are immediately accessible by all users.  To view the most current status information while using the program, update your display by selecting the button for the section you are using.

D. User Information
The top right corner of the program window displays user information including user name, user rank, and user's assigned location. 

This section of the screen contains the [Log Out] command.  Please remember to end your session with DMLT Technology Maintenance by selecting the [Log out] command before exiting the system or closing the program window.


Frequently Asked Questions

How secure is our data on Janus Group Servers?
See security at http://www.janusgroup.com/websecurity.htm.

For Janus Group Privacy Statement, click here.

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Can a client purchase Janus Group DMLT Technology Maintenance Software?
DMLT Technology Maintenance is available in a leased version (operates on our servers) or in a licensed version (for purchase and installation on your server). Please contact us for details.

Can a client receive contractual discounts if multi year agreements are negotiated?
Yes, contact us for details.

Can DMLT Technology Maintenance be interfaced with Florida School Districts Gateway Terms System?
Yes, contact us for details.

Are other aspects of the DMLT Technology Maintenance System available for adding to the basic Maintenance LT System?
Yes.  We offer a Supply Ordering and School Repair Billing System, and a tracking system for extracurricular usage of school buses (field trips, etc.). Contact us for details.

Can different Role, Username and Passwords configurations be utilized for the DMLT Technology Maintenance System?
Yes, several other configurations are available upon request.  Contact us for details.

Will Janus Group assist in integrating the DMLT Technology Maintenance System as a working function of a District web site?
Yes, contact us for details. and examples.


Comments and Suggestions
If you are a current user of DMLT Technology Maintenance
, we welcome your constructive comments and suggestions.  Although we cannot respond to individual suggestions, they will be considered in future upgrades and revisions.

To submit a comment or suggestion, contact your supervisor.


Additional Information
If, after reviewing this document, you have questions which remain unanswered (or to find out more about how DMLT Technology Maintenance can work for you), contact The Janus Group at the link below:

Online contact form...
 

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