This procedure provides an overview of the most critical setup tasks required for a successful ZenduMA implementation. You should start working through this procedure after purchasing ZenduMa software. Follow these 7 steps to successfully set up your ZenduMA software.

Step 1 – Add your Assets

The ZenduMA software works best when organizations plan an asset hierarchy in their CMMS. This is just like a family tree with parent and child relationships. This is the most efficient and logical way to configure a ZenduMA hierarchy. Starting with the parent asset followed by the accompanying child assets, this system will help reduce time spent editing your layout later on. For example, the most efficient way to enter asset information is to follow the following order:

1. Main Organisation
2. Main Locations/Parent facilities – business campus, university campus
3. Buildings – office building, manufacturing plant, storage warehouse
4. Departments/Rooms/areas
5. Equipment
6. Modules/Sub-modules/assemblies etc. 

Thus, assets lower on the asset tree can be associated with the parent assets above them.

Instructions

If you have an existing CMMS, or if you have your data in CSV format, you can import the data directly into the CMMS as outlined in option 1. If not, then you have to build your hierarchy manually as explained in option 2:

Option 1 - Read how to import assets from another CMMS

Option 2 - Read instructions on how to build your asset hierarchy

Tip 1 – Assign Assets to Asset Categories

Asset Categories are a simple way of grouping similar assets together. During the implementation stage, you should create custom asset categories for your equipment and assign each asset to their respective category. For example, lasers, pumps, HVAC, UPS, vehicles etc. Categories are useful when comparing the performance of like with like assets using reports – for example, checking the service history on all water pumps type X. You can then make informed decisions such as repair or replace.

Instructions - Read how to create asset categories

Tip 2 - Multi Site (Professional or Enterprise Customers)

If you are running separate facilities in different locations, multi site functionality can help you separate your data in your CMMS by location. With multi-site installed in your CMMS, you can operate multiple businesses, divisions, locations or facilities from one central CMMS database. Users in Facility A don’t see the maintenance activities in Facility B, and vice versa. This ensures your users only see work orders that apply to their own location.

Instructions - Read all about Multi Site

Tip 3 – Copy/Duplicate Assets when setting up your CMMS

If your facility has multiple assets of the same type, then it makes sense to try use the copy function to reduce the amount of steps you need to take to populate your CMMS. Create one asset and then use the duplicate icon to copy the asset record.

Step 2 – Add your Users

An active user is anyone that needs to log into the system to process work orders or purchase orders. If you have ten people on your maintenance team, then you’ll need ten users in ZenduMa. 

Instructions - Read how to add Users to your CMMS

Step 2b - Assign your Users to User Groups

User groups can be defined as a set of individuals who focus on particular tasks. User sub groups makes ZenduMa software more efficient when allocating tasks and sending email notifications. There are four main pre-configured user groups roles in ZenduMa:

1. Admin User - user has full access to all ZenduMa menu items
2. Manager – Access to menu items needed to manage maintenance
3. Technician – Access to menu items needed to complete work orders
4. Guest – No access. Guests have the ability to create guest work request only.

For large organisations, it is advised to set up your own custom user groups that mirror roles and responsibilities at your organisation. It is possible to copy existing user groups and tweak them, or create your own groups from scratch.

Instructions - Read how to configure User Groups 

Step 3 - Build your Task Groups

By our very nature, humans tend to forget things. Checklists act as an informational aid to help counteract the limits in human memory and attention. In ZenduMa, task groups are your standardized checklists that help reduce errors by ensuring consistency and completeness in carrying out a task. They also eliminate the need to input the same information multiple times. They can be used for: 

• PMs
• Installations
• Projects
• De-installations
• Setups
• Upgrades

You can then pull these checklists directly into work orders or scheduled maintenance by clicking the double add icon at the bottom of the labour tasks tab. If additional tasks needed to be added down the line, you only need to change the task group and it follows through to all scheduled maintenance actions and any new work orders that are created. You won’t need to configure each PM individually.

Instructions - Read how to create a Task Group

Step 4 – Build your Scheduled PMs

Preventive and scheduled maintenance not only reduce your maintenance costs and extend the life of your assets, but also minimise emergency repairs and downtime, resulting in an increase in overall profitability. ZenduMa software ensures no work orders or scheduled maintenance activities are ever overlooked or forgotten.

ZenduMa software includes an advanced scheduling engine which allows users to create more complex schedule triggers.

Instructions - 

Your instructions will depend on the type of scheduled maintenance you are trying to create.

1. Time Based Scheduled Maintenance - every week, month, 6th of the month etc
2. Meter Based Scheduled Maintenance - every 500hrs, every 10,000miles etc
3. Event Type – every time temperature spikes out of range

Step 1 - Read how to create a new scheduled maintenance

Step 2 - Read how to configure your PM triggers

Step 5 – Configure Guest Requests

ZenduMa software paid subscriptions comes with the guest user requester as standard. The guest requester user is ideal for organisations with a large number of people that don’t need full access to the CMMS.

For example, guest requesters could be teachers in a school, nurses in a hospital, security at the plant, cleaners in the office building etc. These types of users don’t process work orders, however, they’d like to report an repair that needs attention.

Instructions - Read how to configure the Guest Requester

Step 6 – Add your Parts & Supplies

ZenduMa software can be configured for both repairable and consumable parts. Repairable (also called rotating spares) are added in the asset section of the CMMS, whereas consumable parts are added in the parts and supplies area of the CMMS. This section is only needed if you plan to track inventory levels and parts consumption on work orders right from outset.

Instructions - 

Option 1 – Import your parts & supplies from another system

• Read how to Import Parts

Option 2 – Add parts manually

• Read how to Create a Part in your CMMS

Step 7 – Go Live & Start Creating Work Orders

A work order is any job that needs to be done on any of your assets. Work orders should contain asset information, what work is to be performed, parts and tooling needed, date and time, and what personnel that should be involved. The more information you put in a work order, the more data you can get out in the future.

Instructions - Read how to create a work order 

Congratulations! If you’ve completed everything in this guide, you’re ZenduMA software should be up and running tracking your PMs and capturing important work order costing data.