vFM Functions

A great variety of useful functions underscore the outstanding performance of visual FM. And they’re included in nearly all software packages as standard features.

General functions:		Special functions
User authority		Work directives / work steps
Selection and list generation		Work safety / accident prevention
Inventory lists		Industry-specific solutions
Databases		Inventory lists
Data acquisition		Document management
Forms generator		Energy management
Hardware requirements		Floor space management
Hierarchy concept		Building services management
Catalog functions		Device operating licenses
List generator		Inventory management
Mobile, on-site data acquisition		Media lists
Multifunction feature		Test instrument interface
Plausibility checks		Area log
Fast data entry		Self-defined index cards
Carrying forward of deadlines
Type catalogs

User authority	Each user is different! Authority can thus be assigned separately to each user in a detailed fashion with vFM. Authority assigned to each user can be selected for each individual table contained in vFM: Read Enter data Edit Delete Select Beyond this, global authority assignments determine whether or not a user is permitted to access certain programming functions. For example, “export all data”, “marketplace access” or “multi-program functions”. In addition to this, setting options at the entry field level (!) assure that, for example, certain entry fields are suppressed for a secretary, or that the order in which they appear is changed. Index cards which she doesn’t work with anyway do not appear at all. These setting options not only prevent unauthorized access to data, they also increase ease of use: The software is easier to learn, and error probability is reduced.
Work directives / work steps	Work directives assure that the same procedures are always used, for example for executing tests, maintenance work and calibration tasks. Work directives can be quickly created as a series of work steps. They ... Serve as a basis for the Remote function Can be entered to an activity automatically via the deadline card Can be entered as universal, device-specific and deadline-specific requirements, and are immediately available to the respective device after a new device of the same type has been entered.
Work safety / accident prevention	visual FM supports you in complying with numerous regulations such as BGV A3 and UVV, as well as regulations for display monitor work stations. Depending upon the layout of your data structure, documentation indicating what your company has done to fulfill these standards can be generated in a workstation, employee or device related fashion. In addition to this, interfaces to safety testers used to comply with standards such as BGV A3 or VDE 0100 provide for a maximum degree of automation.
Selection and list generation	Quick, easy generation of lists is a basic function for maintenance software. visual FM is equipped with a specially developed, advanced selection and list generator. It is extremely easy to use, and incomparably flexible. In addition to the included lists, even inexperienced users can generate any desired lists in a quick, uncomplicated fashion with the help of the list generator. Due to the fact that use of the statistics function is oriented towards the list generator, high performance statistics functions are learned simultaneously, so to speak as a bonus. Please refer to the following brochure for additional information.
Industry-specific solutions	Do you need to manage mountain railways, laboratory equipment, pressure vessels, important supply lines or special plants? vFM is extremely flexible and adaptable. The software can be quickly set up for your individual needs without any extravagant programming – by anyone with corresponding previous knowledge. We would be more than happy to help you with your own personalized program structure as well. And if certain required functions are not available, they can be quickly implemented thanks to the easily expandable program architecture.
Inventory lists	After entering object data, deadlines, orders, activities etc., visualFM maintains inventory and object lists for your company in straight-forward, electronic index cards. They can be printed at any time in many different formats – for example as a list or with complete details.
Databases	Short database response times, as well as reliability and security, are absolutely essential for successful software implementation. But good value for the money is also important! visualFM can be operated with inexpensive Access or Oracle database software. Other databases such as MS-SQL can be easily integrated as well. Please refer to the following brochure for additional information.
Data acquisition	Data acquisition is a consideration of central importance when purchasing maintenance software, because data acquisition is associated with enormous expense. For this reason, visualFM has been equipped with numerous functions for fast data acquisition: input tools. Copying functions for copying entire index cards Copying functions for entering new objects Automatic term completion when entering words into catalog fields Each field can be linked to catalog terms for fast entry. All entry fields can be linked to predefined terms Automatic transfer of object data when an object is initially entered, if an object type of the same sort already exists. Where outdoor data acquisition is concerned, it’s important to assure that the above mentioned function is also available for on-site data acquisition using a notebook and the outdoor function. Computer aided data acquisition with the help of the outdoor function is also very fast and efficient. Even when several users acquire data simultaneously with notebooks, data accumulated in this way can be summarized in a central database by means of convergence. Special function for building services: complete data acquisition in 1 to 2 days! The acquisition of building service data is not conducted with reference to ID numbers at the component level as is usually the case, but rather based upon DIN 6022 and VDMA 24186, parts 1 through 6. Only virtual and primary systems are recorded. When recording primary systems, one or several associated deadlines are entered automatically via the deadlines catalog along with the corresponding work directive for the system in accordance with DIN 6022 or the VDMA directive when data are saved. As you can see, a great deal of painstaking data entry work is eliminated with the help of this procedure. You only need to record a few dozen systems instead of several thousand systems and components as required in the past. All possible components of a system are now acquired via the deadlines and the associated work directives. For example, a centrifugal blower, a heating register and a cooling register are assigned to an air conditioning system. Since deleting is faster than recording, the work directive associated with this system can be reduced to actually existing components at a later point in time.
Document management	Document management is integrated into vFM. Any desired number of documents can be assigned to each index card (for example EDP inventory data, building services or movement data such as deadlines, orders or activities). All correspondence for any given system can thus be managed in a clear-cur fashion with vFM. New correspondence or any other files can be initiated directly from vFM, and are then saved automatically to the corresponding system. The document management function also supports the use of scanners (e.g. for scanning product documentation, wiring diagrams etc.) and digital cameras (for viewing the system). All documents linked to a given index card are displayed automatically at the LHViewer, when the respective index card is activated. The full version of LH Viewer supports a wide variety of different formats including DOC, XLS, DWG, PDF, BMP, JPEG etc.
Energy management	Acquire any desired meter readings, for example for electrical power, operating hours and gas consumption either or by means of automated import or manual entry. A projection can be made automatically, which indicates when a specified maximum value will be reached or exceeded based upon the momentary meter reading. The difference as compared with the previous meter reading is calculated automatically for statistical analyses. The statistics function allows for nearly unlimited possibilities for evaluation and analysis of these data.
Floor space management	vFM manages floor space in accordance with DIN 277. For example, windows, floor space, doors, walls, traffic areas, offices and other areas can be managed. The generation of emergency escape routes is also possible in combination with the CAD interface.
Forms generator	All entered data can be printed out with vFM, either in list format or with complete detail in printed forms. The layout of the printed forms can be adapted to your requirements with the help of the form generator – for example by inserting lines, logos and graphics, or by selecting various fonts, font colors and font sizes. Beyond this, the form generator is equipped with numerous functions which further increase the diverse data output options.
Building services management	Various building service management systems can be incorporated. Malfunctions which require maintenance work and meter readings can thus be read in by means of automatic data import. vFM features a display of all unresolved malfunctions which have not yet been read by a technician.
Device operating licenses	Which persons have received training for which equipment and systems can be documented in vFM. A “device operating license” can be issued for each person which includes a list of all equipment and system types for which the designated person has received training.
Hardware requirements	Note: The specifications listed below may change due to ongoing development of the software. Current information can be obtained by phoning +49-761-45962 0. Please note that hardware requirements also depend upon your own personal situation, for example the number and type of simultaneously utilized programs. We always recommend the use of state-of-the-art hardware. We recommend at least the following for a workstation PC: Pentium processor with 500 MHz (standalone version) or better (network version) 128 MB RAM or more VGA or SVGA monitor 3½" floppy disk drive, hard disk drive, mouse, keyboard, CD ROM drive MS Windows 95, 98, NT 4.0 or 2000 Approximately 150 MB free hard disk space not including data (i.e. for software only) For server PC only: The server should have as much RAM as possible (at least 512 MB). Furthermore, if large volumes of data need to be managed and if Access will be used as the database program, a data transfer rate of 100 MB/s is advisable.
Hierarchy concept	Objects managed by means of vFM may be hierarchical in nature (e.g. property -> building -> room) or non-hierarchical (e.g. building services, electronic data processing, vehicles).
Inventory management	Representation of room and floor space configurations Assignment to cost centers with cost distribution key Any desired object attributes (wall type, building type, type of usage, condition etc.) Equipment for specific areas (equipment, installations, accessories etc.) Acquisition of general data and business data (department, customer service, guarantees etc.) Quick overview of current maintenance expenses Media and supply hook-ups can be defined
Catalog functions	vFM is equipped with a powerful catalog system which offers the following advantages: Prevents the use of different terms for identical designations Prevents incorrect entries Facilitates data entry by automatically completing words If a catalog term is changed (e.g. due to a name change), the new term only needs to be entered once at a central location. A total of more then 100 predefined catalogs are available such as cost centers, accounts and a departments catalog, as well six undefined catalogs. An entry field which was previously, for example, “undefined:” can be readily linked to a catalog. Beyond this, any desired number of additional entry fields can be linked to catalogs by means of so-called DEF catalogues. DEF catalogs are advisable for entry fields for which only a small number of entries is possible, and considerably reduce data entry expenses!
List generator	Quick, easy generation of lists is a basic function for maintenance software. Some programs can only be used by SQL experts, or can only read out a series of predefined static lists. Third parties tools are utilized frequently as well, the use of which differs greatly from the rest of the software, thus necessitating long learning times. As opposed to these programs, visual FM is equipped with a specially developed, advanced selection and list generator. It is extremely easy to use, and incomparably comparison. In addition to the included lists, even inexperienced users can generate any desired lists in a quick, uncomplicated fashion with the help of the list generator. Please refer to the following brochure for additional information.
Media lists	The entry windows included in vFM for object management can be expanded by the user with any desired number of entry fields. vFM can thus be adapted to the user’s individual requirements. For example, technical data for included objects can be supplemented with information concerning media supply or media plans. And these can be statistically evaluated. For example, capacity required for an emergency power generator can be calculated based upon total power consumption from all consumers.
Mobile data acquisition on-site	On-site data acquisition and inventory taking are costly. It makes good sense to acquire data directly via a notebook with vFM. Advantages: No duplicate paperwork. Catalogs assure that all persons involved in data recording use the same data as a basis. Data are thus recorded in a uniform fashion right from the start. Data can be recorded very quickly thanks to the catalog functions (e.g. automatic word completion and automatic copying from the high performance type catalogs). All entry fields included in vFM can be used as entries. Extensive data can thus be acquired. Acquired data can be converged with data in the central database at regular intervals with the help of the vFM outdoor function. Please refer to the following brochure for additional information concerning the outdoor function.
Multifunction feature	Any desired lists can be created quickly and easily with vFM. The powerful multifunction feature provides users with the opportunity of changing data included in lists all at once, or generating new data.
Plausibility checks	It’s important to check data entered to vFM for plausibility, in order to assure a homogenous database. Numerous functions call the user’s attention to erroneous entries, or prevent them from being entered in the first place.
Test instrument interface	Numerous standards (e.g. VDE 0750, VDE 0751, VDE 0100, VDE 0204, BGV A3 etc.) apply to almost all systems and devices maintained by any given company (e.g. machines, medical devices, computers fire extinguishers etc.). Electrical safety testers are frequently used in order to assure compliance with these standards. Due to the fact that systems and devices need to be controlled in any case with maintenance management software for purposes of cost reduction, quality assurance and mandatory documentation, it makes good sense to facilitate work associated with this task by transferring test data directly from the safety tester’s RAM module. This reduces your workload considerably. Please refer to the following brochure for further information.
Area log	An area log can be entered to vFM over a period of time, or can be set up quickly by means of mobile data acquisition. However, the area log can also be generated automatically by vFM from CAD plans with the help of the CAD interface. Data entered to the CAD system, for example cubature, wall types, floor types etc., are read in automatically and entered to the area log.
Fast data entry	Successful use of facility management or maintenance software is only possible if data can be entered to the system and edited very quickly, and if possible automatically. For this reason, vFM place many functions at the disposal of the user which allow for trouble-free, quick data entry. For example: Extremely easy to use, clear-cut, high-performance index card system combined with an easy to use, flexible list generator which also serves as a basis for statistical analyses. Numerous catalogs complete words automatically during entry. Numerous copying functions Automatic generation of data records Global change functions
Self-defined index cards	The entry windows included in vFM for object management can be expanded by the user with any desired number of entry fields. vFM can thus be specially adapted to the user’s individual requirements. For example, technical data for included objects can be supplemented with information concerning media supply or media plans. And these can be statistically evaluated. For example, capacity required for an emergency power generator can be calculated based upon total power consumption from all consumers. All of the index cards defined by the user can thus be evaluated with the help of the integrated statistics function!
Carrying forward of deadlines	Deadlines assigned to a given object can be carried forward automatically. The user is supported with a variety of useful functions to this end, and receives important messages regarding maintenance management. For example, he is provided with an overview of the maintenance costs for the system in question.
Type catalogs	The type catalogs included with vFM can be assigned to any desired objects. Type catalogs simplify data entry and data maintenance. Type catalogs also support self-defined index cards. Index cards set up by the user in order to precisely define his objects can be expanded into type catalogs.