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MEX v15 User Guide

Introduction
The MEX CMMS package contains a number of modules, some of which are core to the CMMS functionality and would
be used by the majority of users, and some of which are incidental to the core functionality and are used as required.
Remember that very few users of a CMMS package use all of the available functionality and nor should they; it makes
more sense to focus on those parts of the system that will assist you in achieving your maintenance goals without an
undue amount of effort.

The modules in MEX can be divided into three categories:

Core Functionality: These are the most fundamental modules in MEX and make up the bulk of the CMMS
functionality. All of the MEX users would use some if not all of these modules.
Optional Functionality: While the majority of the MEX functionality is included in the standard licensing,
there are some additional modules that may be purchased.
Ancillary Functionality: These are the modules that are included with MEX that are not core to the CMMS
functionality. These modules are generally individually chosen for use if they meet a specific business
requirement.

Core Functionality

The core functionality of MEX is centred around the following modules:

The Asset Register

The Asset Register is a list of all of the Assets that are to be maintained in MEX. Each of your Assets that is to
be tracked by the system must be entered into your Asset Register before Work Orders can be recorded
against it, maintenance schedules established against it and so on. The Asset Register is the main focus of a
CMMS, and care should be taken when assembling it if you are to achieve the full value out of your CMMS.

Work Orders
Once your Asset Register has been entered, you may begin to record Work Orders against your Assets. A
Work Order represents a maintenance task that is to be performed against one of your Assets. The sort of
information that you can record on a Work Order includes:

• The Asset that is to be worked on.

• Instructions for the job.

• The spare parts and materials that are 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.

• Any permits required for the job.

• The dates of when the Work Order is raised, due to start, when started and when completed.

Work Orders can be created in a number of ways. They can be manually generated for a reactive task,
automatically generated by a Preventative Maintenance schedule, be created from an approved Maintenance
Request or a variety of other methods.

History
When a maintenance task is completed the Work Order is "Closed Off to History", becoming a part of the
Asset's maintenance history. This history can be recalled at any point for analysis and reporting.

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Requests
The Request module of MEX is used in conjunction with Work Orders. This module allows users to send
requests to the Maintenance Department for work to be done. The Maintenance Department may then approve
the Requests and generate Work Orders from them.

Preventative Maintenance
The Preventative Maintenance module is where the routine maintenance and inspection schedules are defined.
Once a Preventative Maintenance schedule has been created for an Asset (or a group of Assets) Work Orders
will be automatically created for the Assets as the routine tasks become due.

Readings
The Readings module is where the various readings that are taken against your equipment are recorded. If they
are usage­type readings (i.e. operating hours, kilometres travelled etcetera) then they may be used by the
Preventative Maintenance module to schedule Work Orders.

Reports
MEX has the capacity to report on all information that has been entered into the system. There are over 230
standard reports in MEX, and you can create your own reports using the integrated report designer.

The reports in MEX may be found in three areas:

The Reports Menu: The Reports menu contains the reports that relate to the maintenance functionality
in MEX. All of the reports that do not specifically relate to the Stores area can be found in the Report
Menu.
The Stores Reports Menu: The Stores Reports menu contains the reports that relate specifically to the
Stores functionality in MEX.
The KPIs: The MEX KPIs are a series of charts, lists and graphs which display real­time data from your
MEX database. These KPIs can be found either in the MEX Today screen within the MEX program, or on
the MEX Dashboard, which is a business intelligence web page that can be installed separately to MEX.

Control Files
The Control Files module is where the majority of the MEX system configuration takes place. In this module:

• The options available in MEX's various drop­downs are configured.

• System Security is configured.

• The system settings that control the basic behaviours of MEX are established.

Optional Functionality

MEX has three optional modules which are purchased in addition to the standard MEX license. These are:

Stores
The Stores module is a complete inventory management system that is fully integrated with the MEX
maintenance functionality. The features of this module include:

• A Catalogue Listing, used to record the inventory that you hold on the shelf or order in on a regular
basis.

• Purchasing functionality, including the creation and processing of Purchase Orders, automatic stock
replenishment and an electronic approvals process.

• Materials Reservations and Requisitions.

Timesheets
Timesheets is an electronic time card system that provides a more efficient means of entering labour
information into MEX.

Regions

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The Regions module is a means of logically segregating different site's databases into separate partitions, or
"Regions". This means that the users at a single site will only be able to see and interact with their own site's
information, while a management­level user would be able to look at information across all sites.

MEX Ops
MEX Ops is a web page that can be used in conjunction with the Requests module. It provides a simplified
method for a user to enter a Request for maintenance and track its progress to completion, without consuming
a more expensive MEX license.

Ancillary Functionality

These modules include the functionality that has been added to MEX to meet a specific requirement that may
or may not exist in your organisation. They can be used or they can be easily ignored as you see fit. These
modules include:
Keys: A Key Register used to record what keys your company has (including master keys), what doors
they fit, the status of a key and who currently has what keys.
Downtime: This module can be used to record and trend equipment downtime independently of the
Work Order module.
Drawings: This module allows for drawings or any printed or electronic form of documentation, to be
catalogued and viewed (if electronic). Drawings can be related to your Assets for ease of retrieval.
Accidents: An electronic accidents register used to record safety incidents within your organisation.

An Introduction to the Key MEX Modules

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