Q4 gives you the ability to capture, define and track the characteristics of equipment and work-related information. Q4 prescriptive tasks can be specified and assigned to establish preventive schedules with complete history audits. Documents and drawings are easily stored including version control with system-wide viewing. Read more details in this PDF brochure.

1. Engica Technology Systems International
One Trinity, Broad Chare, Quayside, Newcastle upon Tyne NE1 2HF, UK
Tel: +44 (0)191 201 7777 Fax: +44 (0)191 201 7778
Houston Technology Center, 410 Pierce Street, Houston TX 77002, USA
Tel: +1 713 357 9538 Fax: +1 832 553 1086
www.engica.com
CMMS:IntegratedAsset,Work,SafetyandLogisticManagement
ProductRef:S20120320
CMMS
Integrated Asset, Work, Safety
and Logistic Management

2. Contents
Contents
CMMS
Integrated Asset, Work, Safety
and Logistic Management
Enterprise Asset Management
Streamlined Maintenance Control
Fully Integrated Features
Platforms
Asset Management
Asset Management
Work PM Specification
Maintenance and Contracts
Managing Manpower
Work Management
Work Planning and Scheduling
Work Process Facilities
Work Safety
Isolations and Dashboard
Logistics Management
Inventory Management
Purchase Management
Transactions and Accounting
Delivery
Implementation
Configuration
Integration and Technology
Benefits
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 01
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3. ASSET REGISTRATION, UPKEEP AND PERFORMANCE /
EFFICIENT WORK SCHEDULING, EXECUTION AND ANALYSIS /
PROCUREMENT AND MATERIAL OPTIMISATION
Enterprise Asset Management
EnterpriseAssetManagement/StreamlinedMaintenanceControl
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com02 CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 03
Q4 gives you the ability to capture, define and
track the characteristics of equipment and
work-related information.
Q4 prescriptive tasks can be specified and
assigned to establish preventive schedules
with complete history audits. Documents
and drawings are easily stored including
version control with system-wide viewing.
The configurable workflow engine provides
you with powerful interactive scheduling tools
to balance work priorities, safety, labour, spares
and resources, co-ordinated with your planned
or forced outage opportunities.
Multi-location spares and material
management is fully integrated with the
work and equipment applications to optimise
its critical role. It features streamlined
administration by assisting procurement
and stores staff to tightly manage stock,
vendors, contracts and transactions.
KEY FEATURES INCLUDE
• Management of assets and
maintenance activities
• Scheduling and optimisation
of work plans
• Organising resource effectively
• Ensuring safety measures are planned
and implemented
• Ensuring asset integrity and compliance
is met with audit
• Optimising inventory in line with
maintenance strategy
Streamlined Maintenance Control
• Streamlining purchasing and its
cost effectiveness
• Monitoring performance with KPIs
to determine strategies
• Keeping control and monitoring
of expenditure
• Managing support information
including attached documents
• CMMS: Integrated
Assets Work Orders Resources PM
Inventory Purchase Planning Safety Permits

4. The Q4 CMMS system can be used using a
rich desktop and/or browser web interface for
mobility. It also offers impressive integration
with leading financial and ERP systems.
Fully Integrated Features
EnterpriseAssetManagement/FullyIntegratedfeatures/Platforms
Enterprise Asset Management
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com04
Sector case profiles available on request.
Equipment
Tasks
PM & Defects
Work
Planning
Job Reporting
Assessment
Costing
Scheduling
Work Flow
Progress
Completion
History
Audit
Templates
Task Safety Hazards
Procedures
Budgets
Resource
Calibration
Finance
Ledgers
Payment
Accruals
Logistics
Inventory
Purchases
Resources
Analysis
Safety
Contracts
Tools
Assets Cost
Roll Up - Cost Analysis
Data
Mining
Platforms

5. Asset Management
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com06
AssetManagement/WorkPMSpecifications
REGISTRATION, UPKEEP
AND PERFORMANCE
Q4 gives you the ability to capture, define and
monitor the characteristics of all types of assets
and work-related information, whilst including
such time saving features as inheritance for
data handling efficiency.
Asset Management
WORK SPECIFICATIONS
AND PM SCHEDULES
Define detailed Work Specifications and PMs
including procedural documents, effort, skills,
spares, stock kits, safety documents, support
items, applied contracts and others.
Work PM Specifications
Assign team, group, effort, skills, tools, and
test equipment to work specifications
Create calibration instructions and check
points for instrument and control equipment
Define“PM Type”templates for automatic
assignment to equipment of that type
Define planned maintenance by frequency,
fixed dates, user defined units (e.g. running
hours, start stops) or event condition triggers
Define planned frequencies as floating or
fixed cycle
Define PM modules to be planned and closed
as a group
Generate outage PMs for shutdowns
Suspend PMs on plant shutdown outages
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 07
Equipment
Work Specification
PM Frequency
Spares and Tools
Resource
Calibration
Safety Measures
Work Module
Documents
DOCUMENT ATTACHMENT AND
MANAGEMENT
Documents and drawings, including version
control, are easily stored and accessed with
system-wide viewing.
Screenshot in here

6. Asset Management
AssetManagement/MaintenanceandContracts/ManagingManpower
Maintenance and Contracts
Managing Manpower
MANAGING RESOURCES AND CALENDARS
Comprehensive calendar controls that can be
set up for shifts, workgroups and individuals
with updates of leave, holidays, training time
or other events to reflect actual manpower
availability to assist work scheduling.
Shift Rosters
Rosters can be set up for multiple shift/ stagger
patterns and mapped onto calendars to
provide resource availability forecasts to assist
work scheduling.
Skills and Training
Comprehensive personnel skills and training
can be defined and maintained within the
system. Tracking and automatic notifications
can be used for refresher training or tests. Skills
can be used on work assignment and safety
document processing.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com08
OUTSTANDING WORK
To monitor outstanding maintenance an
easy-to-use display shows all maintenance
routines requiring attention between
user-specified dates.
The display supports“traffic light”coding
to signify Due, Overdue and Not Due
maintenance for quick assessment with
drill-down to detail.
CONTRACTS AND SERVICE ORDERS
Maintenance routines can set up contracts and
call off services with schedules of rates that can
be activated on a work order with automated
PO creation.
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Q4 PROVIDES FEATURES TO MODEL YOUR ORGANISATIONS
RESOURCES, CONTRACTS, MAINTENANCE PROGRAMMES AND
FINANCES INTO A VALUABLE REPOSITORY OF INFORMATION
Screenshot(s) or icons
in here
Planned
Maintenance
Activity
Not Due: 75%
Over Due: 15%
Due: 10%

7. Work Management
WorkManagement/WorkPlanningandScheduling
SCHEDULING
Q4 offers tools to compose work schedules
with planning facilities for resource availability
and allocation, spare assignments and their
availability as well as safety work task risk
assessment and permit requests.
CRITICAL PATH PLANNING
Q4 schedules can be viewed and amended in
Microsoft Project® for planners requiring critical
path planning and Gantt charts.
SPREAD SHEET EXPORT AND IMPORT
Q4 list views in general support export to
an Excel spreadsheet. Importing facilities
are also available but require appropriate
security rights.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com10
Work Planning and Scheduling
CONFIGURABLE WORKFLOW
The Q4 work system can have its workflow
configured to match your requirements. The
state workflow engine supports security and
role management for each step to provide
control such as approval.
CONFIGURABLE JOB CARDS
Q4 offers configurable job cards for varying
types of work, for example internal and
contract work.
SUPPORTING INFORMATION
In addition to printing job cards, output
can extend to associated graphics and
attachments, which can then be printed with
the job card.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 11
V661
V431
V663
V652
V071
V631
V426
V659
V660
V522
V639
V549V546
V547
V545
46
V070
V069
PSV
906B
LV
015A
COALESCING
FILTER B

8. Work Management
WorkManagement/WorkProcessFacilities
Work Process Facilities
PM & WO MODULES
Individual PMs can be assigned into a PM
module which is ideal for certain types of work
such as shutdowns or walk about inspection
checks. Defect work can be added into
modules to ensure all relevant work is planned
and executed. In addition, work modules offer
efficient methods to batch job cards with
efficient reporting across groups of work.
WORK REPORTING
Efficient methods are offered to report
individual job progress, resource usage,
WO handover, closure as well as multi-job
batch processing.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com12
ANALYSIS & REPORTING
All work activities (work detail, time, spares,
resource, safety, calibration etc.) are recorded
in History and can be analysed using Q4
reporting facilities or by external report tools.
• Life cycle status fully recorded for audit
• Record inspection information for
predictive analysis and statutory
regulations
• Complete Work Order reporting
individually or in a mobile group
• Create follow-on Work Orders
• View the actual Work Order cost elements

9. INTEGRATED SAFETY
Using the Q4 Safety module WO tasks can be
risk-assessed and safety documents can be
requested, created and processed.
PERMITS
Q4 Permit module is dedicated to the
management of Permit to Work documents
and Certificates.
RISK ASSESSMENT
Q4 Risk Assessment supports the
identification of hazards relating to each step
of a work task and assists in the nomination of
suitable controls and precautions to reduce the
safety risks to acceptable levels.
Please see the Q4 Safety brochure for further details.
Work Management
WorkManagement/WorkSafety
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Work Safety
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 15

10. Work Management
WorkManagement/Isolations/Dashboard
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INTERACTIVE AND INTUITIVE TOOLS
Q4 LOTO contains features to manage the
entire isolation process with controls and
checks to support logical process flow
The software guides users through the process
of creating an Isolation Certificate, (Classified
Isolation Certificates or Isolations on a Permit)
by selecting the isolations required while
checking if they are already being shared
by other work.
Q4 Isolation Manager controls the sequence
of status changes that an Isolation Certificate
is moved through during its life cycle. The
workflow engine ensures that all necessary
procedures and authorizations are
completed before moving to the next stage
in the sequence.
If required, the IC can be configured to work
with a Sanction to Test or Equipment Testing
Certificate to control the release of isolations
for testing in a safe manner.
The isolation and de-isolation process can be
managed with Lock or Tag control and also
features a mechanism for cross locking to
assist in situations where complex cross lock
procedures are required.
• Build Isolation
• Analyze
• Document
• Apply Isolations
• Lock & Tag
• Issue & Proceed
• Test Management
• De-Isolate
VISUALLY TRACK YOUR ACTIVE WORK
The Q4 Dashboard is the ideal application
if you need to visually track active work
orders and safety documents to their physical
location. The configurable digital map and
site plot display offers zoom, pan and layer
views to navigate effectively around the site.
It also offers alerts and potential conflict
management.
Please refer to Q4 Safety for more details.
Isolations Dashboard

11. Logistics Management
LogisticsManagement/InventoryManagement
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com18
OPTIMISATION
Multi-location spares, tools and material
stores are fully managed to support work and
equipment to optimise their critical role while
assisting logistics staff to tightly manage stock,
vendors, contracts and transactions.
POLICIES
A single screen for each inventory record
and its policy can be used to determine how
the item is reordered, with ROQ & ROL level
computations along with other details.
A series of processing and forecasting
algorithms facilitates optimum stock holdings,
taking account of lead times to match your
maintenance strategy.
Inventory Management

12. CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com20 CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 21
Logistics Management
LogisticsManagement/PurchaseManagement
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com20
REQUISITIONING
Manual and automated requisitioning are
performed using both the planning and work
interfaces as well as the Q4 logistic system.
TENDERING
Pre-purchase tendering offers electronic
transmission with informed selection based
on cost, quality and delivery.
PURCHASING
Q4 PO handles the entire process from request
to receipt, invoice matching and payment.
Features are provided to handle multiple
currency rates and PO types for alternative
companies, goods returns, adjustments,
inspections and much more.
In addition the PO process flow can be
configured to match precise requirements
including workflow and PO hardcopy.
FORECASTING
Material forecasting is a key element of the
system to assist engineers and procurement
staff to see future material requirements.
Facilities include the use of past stock
consumption and policy, order lead times,
PM future projection requiring materials as
well as specific stock allocations to provide
forecast reports
MULTI-CURRENCY
POs can be multi-currency defined with
currency“triangulation”compliance to
track values.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 21
Purchase Management
FEATURES
• Support maintenance work with
fully integrated spares allocation and
automated/manual purchase ordering
• Maintain organised multi-location stores
with rapid information access
• Establish“best buy and terms”using
tender requests and alternative
vendor analysis
• Develop optimum inventory levels using
ROQ and ROL calculations
and refine policies for each item type
across multiple depots/stores
• Create POs with lead-time awareness for
just-in-time spares
• Keep purchase and inventory
transactions fully tracked
and reconciled
• Review service contracts and maintain
warranties and claims
• Utilise inventory and procurement
reports to control, value and audit
the system

13. Logistics Management
LogisticsManagement/TransactionsandAccounting
Transactions and Accounting
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 23
BUDGETING
Budgets can be defined and recorded for
departments, locations, plant hierarchies and
other categories. Facilities are provided for
individual and accumulated transaction limits
and authorising levels.
Budgets are tracked to monitor expenditure
/ variances and are rolled up in a number of
modes to provide analysis.
BAR CODING SUPPORT
Bar coding is supported for counter
transactions and for stock taking. Documents
such as purchase orders are also bar coded for
efficient information recall.
INFORMED TRANSACTIONS
Roll-up feature allows work orders to check
availability of spares over multiple stores and
put in requests to reserve spares and transfer
between depots or sites.
• Allocation and bonding of stock
• Issues and Returns
• Opening Balance setting
• Adjustments
• Cyclic stock checks
• Auto Min/Max calculation
• Auto reorder confirmation
• Loans
• Refurbishments
MATERIAL HAZARDS
AND SAFETY PROCEDURES
Provision is made to manage materials
requiring MSDS control and supporting
safety procedures.
Issue Stock Allocate Stock Loan Stock
Return
Issued Stock
Return
Allocated Stock
Return
Loaned Stock
Manage InventoryTransfer Stock Perform Stock Take

14. Delivery
Delivery/Implementation/Configuration
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com24
SYSTEM CONFIGURATION
A core design goal of all Q4 solutions is
to provide you with a system that adapts
to your processes and required outputs,
rather than forcing procedural change to
match the software. The Q4 architecture
allows the system to be configured to precise
requirements using instruction sets that are
utilised by the Q4 Engine.
WORK FLOW
The Q4 system includes the ability to operate
client-specific outputs for key document types
that closely represent the paper Job cards, POs
and RFQs.
The system supports any number of WO and
PO types, each of which can have its own
layout, logic and data to provide users with
immediate familiarity and rule base.
Configuration
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 25
REQUISITION/RFQ AND PO LAYOUTS
The format of printed RFQ and POs is
also client-specific. Engica has implemented
different sizes, colours, styles, watermarks,
single/double sided and continuation
sheet handling on many printer types.
OUR APPROACH
Q4 systems are not just items of software,
they are business solutions and we treat each
implementation of our products as a complete
business project.
Based on our experiences of implementing
our Q4 solutions through a wide variety
of industries, we have developed an
implementation methodology which has now
become a fundamental part of our solution.
Central to this methodology is the partnership
we build with our client during the project
allowing the team to combine our in-depth
knowledge of the product and past usage with
the client’s understanding of their own work
practices and requirements.
Implementation
Preparation
Software Configuration
Testing
Training
Go-Live 5
4
3
2
1

15. Integration and Technology
IntegrationandTechnology
SEAMLESS INTEGRATION
Integration is a key aspect of Q4 and each
module offers seamless integration with
each other when connected. Q4 integration
to third party applications is also designed
at its core with the system’s multi-tier object
orientated architecture.
The Q4 API can be fully exposed to
communicate with such systems as DMS,
Finance, ERP, Mobile devices and many more.
A number of leading systems have been
integrated to date with applets and
web services.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com26
Integration Technology
LANGUAGE
Q4 systems are designed to work and switch
instantly to multiple languages. New languages
can also be added as required. Q4 is currently
available in over 16 languages.
DATA SEGREGATED MODELS
Q4 is capable of using a segregated data model
(on MS SQL Server / Oracle) to hold data from
multiple sites and/or specific disciplines with
restricted access based on login name. This
allows multiple sites to use a single database
and server to service all users.
SECURITY
Q4 systems offer advanced configurable
security features including authentication
extending to single sign-on, security switching,
role and skill matching.
Please reference the Engica“Resource Centre”
for further information.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 27
APPLICATION ARCHITECTURE
AND TECHNOLOGY ENGINEERED
FOR AGILITY AT ITS CORE.

16. Benefits
THE KEY ADVANTAGES
Q4 provides facilities to model your
organisation’s resources, maintenance
programmes, procedures and finances into a
valuable repository of information.
Supports effortless access to information, easy
work programme creation, definitive workflow
control and integrated logistics management
using an interface that users like and find
easy to use.
Delivers results achieved with enhanced
business process efficiency, transforming data
into knowledge and an improved bottom line.
Uses the open and accessible Q4 architecture
that uses a multi-tier component architecture
which is maintainable and cost effective and at
the same time offers impressive configuration,
customisation, integration and remote
computing facilities to fit your IT requirements.
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com28
Benefits
Q4 CMMS system offers a range
of advantages to all our users.
The system is comprehensive with
an impressive array of sophisticated
functions that are configurable to
the way you want to work and, most
importantly, by offering a system
that is easy to set up and use.
Benefits
CMMS: Integrated Asset, Work, Safety and Logistic Management | www.engica.com 29
Systems - Plant – Assets
Bill of Materials
Equipment Type
Documents & Drawings
PM Type Location
Asset Transfer & Tracking
Asset Valuation
Modifications
Asset Transfer Log
Running Costs
Budget/Expenditure
Staff
Workshops & Teams
Workgroups
Skills Accrediting Body
Skills, Training
Workgroup Calendar
Employee Calendar
Rosters
Condition Monitor
Triggered Action
Result Graphing
Costing Reports
Personnel Reports
Technical Reports
User Reports
Equipment
Resource
Events
Reports
Task Type Library
Work Specification
Preventive Maintenance
PM Module
Stock Kit, Tools
Test Equipment
Support Services
Contractor Control
Contract Schedules
Costs and Timescales
Fixed Term Contracts
Scheduling & Planning
Task Risk Assessment
Safety Permits
Resource Requirements
Skill Assignment
Custom Job Cards
Raise Defect Work
Out of Service Log
Calibration Management
History Transfer & Analysis
Bar Coders, Mobile Devices, DMS,
ERP, Microsoft Project and others.
Integrate Q4 to SAP™, Oracle™,
E1™, Sun™, PeopleSoft™ and others
using the Q4 Finance Link
Task
Contracts
Work Control
Integration
Calendars
FUNCTIONALITY IN SUMMARY
Stores Management
Inventory Integration
Requisitioning
Purchasing & Tendering
Logistics