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Section C: OFFICB SUPPORT
<br />Page IO
<br />MAINTENANCE MANAGEMENT
<br />SYSTEM
<br />The computerized equipmenC maintenance man-
<br />agementsystem was implemented in late 1984. At
<br />that time, the plant had no centralized storeroom,
<br />parts were located throughout the plant. When the
<br />new stores clerk was hired, a major responsibility
<br />was to gather information on all equipment and
<br />enter it into the new system. Once in place, equip-
<br />ment maintenance schedules were established.
<br />Original preventive maintenance schedules were
<br />expanded to include mechanical, electrical, and
<br />instnunentation. In October 1985, the first pre-
<br />ventive maintenance schedules were sent to the
<br />mechanics.
<br />Once the preventive maintenance schedules were
<br />in place, work began on implementing the correc-
<br />tive maintenance portion of the system and on
<br />capturing data for inventory control. By March
<br />1987, the maintenance management system data
<br />was fully loaded. Problems with speed and storage
<br />ability were experienced. At that time, an AT286
<br />computer and video backup system was purchased
<br />that enhanced the speed of the maintenance man-
<br />agementsystem and provided additional disk stor-
<br />age.The video backup allowed staff to backup the
<br />system on one VCR tape rather than on floppy
<br />disks. In May 1987, a contact programmer was
<br />hired to upgrade the system from dBase 2 to dBase
<br />3.Other modifications occurred over the nextfew
<br />years, revising the system to meet the needs of the
<br />division.
<br />In May 1989, a MicroVAX computer and new
<br />digital terminals were purchased to capture the
<br />output from the new distributed control computer
<br />system. A software program called `Reflections"
<br />allowed the plant PCs to "communicate" with the
<br />MicroVAX. The M icroVAX also provided an elec-
<br />tronic mail system to help employees communi-
<br />catemore effectivelywithinthe division. Planning
<br />began to implement a new maintenance manage-
<br />ment system on the MicroVAX.
<br />A program called "20/20" was selected for spread-
<br />sheets, and "Oracle" was selected for database
<br />needs. Other electronic equipment purchased by
<br />the division included a Macintosh PC that pro-
<br />duced drawings, organizational charts, and other
<br />graphics and a second AT286 computer for an
<br />AUTOCAD programing with a digitizer and color
<br />printer for modification, storage, and printing of
<br />drawings.
<br />PROPERTY MANAGEMENT
<br />The Environmental Protection Agency (EPA)
<br />required that all assets purchased with EPA money
<br />be tracked and recorded by serial and model num-
<br />bers,purchase price, life expectancy, contractand
<br />grant numbers, manufacturer, owner (MWMC,
<br />City of Eugene, or City of Springfield) and the
<br />location of the asset. In late 1984, the plant began
<br />compiling the information required by the EPA.
<br />Over the next several years, staff also tracked
<br />assets not considered equipment, such as office
<br />furniture, lab equipment, vehicles, radios, elec-
<br />tronic equipment, computer equipment, shop
<br />equipment, and other miscellaneous assets. Asset
<br />tags were placed on any item that didn't have an
<br />equipment number. Although the EPA only re-
<br />quiredtracking ofitems valued at more than $300,
<br />for property management purposes the plant
<br />tracked some items of less value.
<br />In 1990, the EPA audit of the plant was to begin.
<br />In preparation, information from the audit report
<br />and from the City of Eugene's inventory informa-
<br />tionwere merged to produce a listing, by contract,
<br />of each asset purchased with grant monies. The
<br />purchase prices and life expectancies were re-
<br />viewedand revised as needed. The revised infor-
<br />mation was entered into the maintenance man-
<br />agement system, then downloaded to a spread-
<br />sheetand is now used by the City of Eugene and
<br />the MWMC to produce their annual audit report.
<br />DOCUMENT CONTROL
<br />The goal of the centralized document control
<br />system is to maintain copies of documents written
<br />or receivedby the division, thus reducing the need
<br />for individually maintained filing systems. The
<br />document control system was started in 1984. As
<br />documents were typed or received, they were
<br />routed to document control. Documents created
<br />internally were stored in the computer, and no
<br />paper copies were kept. A listing was maintained
<br />to reference where to find the document, i.e., and
<br />paper files, computer files, or computer backup. A
<br />standardnamingprocedureforelectronicfiles was
<br />used.
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