Functional Overview 7

SIVECO GROUP
BP 41 F-78185 St-Quentin-en-Yvelines, France

(33) (0)1 30 45 98 80
(33) (0)1 30 45 98 88
email : [email protected], www.siveco.com
www.siveco.com
FUNCTIONAL
OVERVIEW
COSWIN 7i
TABLE OF CONTENTS
TABLE OF CONTENTS
STANDARDS
TECHNICAL MANAGEMENT OF ASSETS
FINANCIAL MANAGEMENT OF ASSETS
17
DIAGNOSTICS
19
OPERATION OF ASSETS
21
RESOURCES
23
PREVENTIVE MAINTENANCE
25
WORK IN PROGRESS
31
HISTORY AND ANALYSIS
36
CONDITION-BASED MAINTENANCE
37
STOCK AND PURCHASE CIRCUIT
38
STOCKS
39
PURCHASING
45
DIAGRAM EDITOR
50
COSWIN REPORT GENERATOR
51
SCREEN EDITOR
54
COSWIN 7i : Functional Overview : 03/11/2005
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STANDARDS
The concept
COSWIN was developed after a detailed study of several asset management software
implementations; the software was designed to eliminate the possibilities of failure that affect
many significant investments in long term projects. The aim was therefore to ensure that
business benefits were maximised (and achievable), and to guarantee the successful delivery of
these benefits by ensuring user buy-in, i.e. making the system easy to use (and ensuring it is
seen as a benefit to the day to day users as well as management). Throughout the development
SIVECO GROUP has strived to ensure the continuity of the interface style - to ensure navigation
is intuitive and training needs are minimised.
Please find below, some examples of the key features of COSWIN:
We can access by a simple double click of the mouse any information related to the asset/item
(e.g. work orders outstanding, safety information and spare parts for an equipment).
As information is displayed on the screen it is linked directly to all of the appropriate module
in Coswin using ICONS (e.g. an equipment is linked to its spares, their location and
suppliers) , so without needing to memorise or to understand a complex coding structure or
learn lengthy software menus a user can immediately find the correct information needed to
complete their task.
COSWINS direct access functionality allows the user to navigate to a field referenced from
another module. For example you can navigate directly to the Cost Centre details referenced
on an asset.
We always strive to ensure that the most important data for each user is visible on single
screen (this is always configurable - see Screen Editor) or in shortened list, rather than
having to search throughout the system. All of the lists in Coswin are easily filtered according
to one or multiple criteria, e.g. the zone, the category, the priority or the asset description
(with free text).
COSWIN information can be accessed in several different ways (making the system easy to
use):
Creating a personalised menu by using photographs or drawings of your own facilities to

drill down and display asset details without needing any knowledge of the systems
menus (e.g. click on a site to display the plans, click on a room to display a list of assets
within) .
Using icons to open a screen, i.e. the equipment details or the spares list Users can
choose to display the icons they use most often;
Using contextual navigational, to launch all the information related to an asset, stock
item, supplier or employees: when an asset displayed a simple click will display: its place
in the technical/geographical structure, the available spare parts, any outstanding Work
Orders, the History, any planned tasks...
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It is possible to navigate through a graphical display of the asset/geographical structure

Via a Windows Explorer style (expanding) menu.
The list (selectors)

Throughout COSWIN and indeed any asset management solution users will encounter many
lists: lists of assets, lists of Work Orders, lists of stock items, lists of contractors, etc, etc, indeed
it is a lot of time spent by users in such a system is spent locating information rather than
actually doing any useful work.
Siveco have spent many man years and invested significant R&D revenues to reduce the time
lost and the danger of users rejecting the system because it takes a long time to find what they
need.
Within Coswin every time information needs to be selected from a list a new screen is accessed
by simply pressing the list button.
The typing of the first characters of the code of the data item will position automatically the
cursor over that item to be selected.
To rapidly find a data item, it is possible to reduce the number of rows/items displayed in the list
using a combination of filters and sorting by entering search criteria (location, priority, function
etc).
Once a list has been sorted to display information for a particular user the criteria can be saved
for use in the future (e.g. a saved list of all the fire related assets, in a specific building, which
being with the code A23 ).
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Sort
Ascending 1
Sort
Ascending 2
All the columns can be used to reorder the list. These possibilities are available on all lists (there
are many such lists in Coswin: e.g. equipment, work orders, stock items, suppliers. )
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Cockpit Manager
The COCKPIT MANAGER displays key performance indicators in real time, e.g. the current
value of stock, the number of outstanding safety tasks, the number of work orders in a queue
The indicators are easily configured to suit the needs of different users (with different
indications).
According to each user profile these indicators can be displayed automatically on opening
COSWIN.
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Transaction validation circuit (Workflow)

The list of transactions for a particular user to approve will appear immediately on opening
COSWIN.
It is possible to customise the Workflow of various transaction types (Work Request, Work
Order, Part Request, Part Transfer, Purchase Request, Purchase Order, Invoice) for each
organisational entity (see multi organisation).
You can follow the progress in the different steps of the workflow. To find out if/where it has
been stopped, who needs to authorise the transaction and to remind the users of the actions
to take.
Workflow can involve multiple (user defined) steps in serial or parallel.
The workflow can be configured differently to meet the needs of different entities in the multi
organisational Management Module. This is version 6 not 7i.
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Multi-organisation management
Assets, stores/stock, personnel and transactions (workflows) can be attached to separate
entities of your organisation (either internal or external).
Data can be separated by Entity (multi-company)
Transaction validation circuit can be defined by entity
Therefore a company with multiple operating entities can allow each entity to operate their
asset management solution independently, yet all of the data is stored in a central integrated
database
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TECHNICAL MANAGEMENT OF ASSETS

Coswin uses specific icons to differentiate between geographic and technical (assets) entities.
A powerful graphical diagram-tree displays integrated geographical and technical structures the
next level of any structure being displayed after a mouse click. By selecting any asset (room,
building, equipment) in the structure it is possible to use the icons to display useful information
such as work orders, history and safety information.
By selecting an asset or a location a new (customisable) screen will display all of the related
information e.g. bar code, work permits, defects, function, spares, group, linked documents, text
etc.
For a repairable item the asset will also have a unique serial number: COSWIN then manages
the life time movements and tracks the history of the asset, allowing users to easily track its
movements, details and all the costs.
Identification of equipments
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Costs
Zone
Costs
Function
Costs
Cost Centre
Category
Costs
Equipment
Technical
Specifications
Manuals / Drawing
Calendar
List of spares
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Asset Structure
The diagram tree representing your own sites, buildings, rooms, assets and subassemblies is
configured in the structure program. From the outset it is necessary to define the basic units for
your structures. But it is important to consider the consequences of a mistake (remember the
asset register is the foundation of your whole solution) e.g. you have defined a unit that is too big
or too small and you need to modify the structure? COSWIN has specific answers for all these
problems and frees you from the traditional constraints of such software. Indeed, we guarantee
that you "will never make a mistake" while defining your equipment, because if you do change
your mind, you will be able to make modifications very easily.
The base module allows you to define the equipment of level 1 for each organisational entity.
Using the structure program, this equipment can be divided in 99 levels. Each "parent" of the
structure can have as many "children" as required. COSWIN is completely flexible:
The configuration of the structure is simple: you just have to select with the mouse the
equipment to be connected and to add it in the structure (drag and drop).
COSWIN numbers automatically the levels and counts the components at each level.
The "movement" function allows you to assign equipment to other place (and COSWIN
keeps the movement history).
The "Alter code" function allows you to easily modify the equipment code, without losing the
history, financial or other information linked to it.
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Maintenance costs are accumulated at each level of the structure and it is therefore very
easy to identify the most expensive sub-equipments.
Each asset has the same analysis options (cost centre, budget, job creation / Work Order,
planning, history...).
Groups of Assets
COSWIN allows you to group several assets in one unit to make the maintenance procedures
easier or rationalise work taking place on several identical equipments. A group has the same
treatment options as an individual asset with Functions, Categories or Cost centres.
A calendar is available for a group: a group can for example represent a production line that
will then have its own work schedule.
The cost of each work order can be allocated to the group or to the components (individual
assets) of the group - according to the cost splitting key.
The work orders, the planning and the history can executed on a group rather than needing to
create individual work orders.
The configuration of a group is very easy: You can simply "mark" the assets in a list. To
simplify the task further the list of assets can be sorted by zone, function, category or cost
centre.
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Technical specifications
Technical specifications are used to manage specific technical data for the assets. The
information that is to be recorded can be predefined (by the users) with a total of 20 fields for
each category of specifications (a category is a page/window), a total of 999 specifications
categories can be created.
An equipment can be connected to one or several categories.
It is possible to search for an asset (or many assets) in the database according to their technical
specifications (size, power, pressure...).
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List of spare parts
For each asset an unlimited list of spare parts can be created.

The spare parts can be stock items, non-stock or bought on demand.
The list of spare parts can be updated automatically on issuing the spare part on a Work
Order. By using this feature we will always know the consumption of spare parts by
task/asset.
The list of spare parts does not require the use of the stock module.
The availability of the spare parts in stores is linked to this program.
A list of spare parts can be printed on the Work Order and can be viewed during the job
preparation.
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Drawings and manuals

You might need to find the drawings, manuals for an asset or the plans for a building in a hurry?
On which shelves are they stored, who has borrowed them this time? The drawings feature is
very useful, because it centralises the locations of all the asset related documents. It includes
the following information:
List of all the information about the buildings and assets: sub assembly plans, technical
manuals, operating documentation
Version, location of the drawings/documents, a short description.
Safety instructions
This program allows users to define the safety instructions to be followed for a specific asset.
An unlimited number of instructions can be stored in the library.
A parameter allows you to print these instructions on the work order.
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Management of Facilities
The maintenance department will sometimes use facilities or tools which are also assets (fork lift
trucks, cranes, etc) in the course of their work.
Such facilities can be reserved for the period of work and incur an hourly rate.
You can manage the allocation of facilities on a new work order or for planned maintenance.
The cost of the facility is automatically transferred to the work order.
A facility might also need to be maintained, it is possible to issue a work order or planned
tasks for a facility as for any other asset.
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FINANCIAL MANAGEMENT OF ASSETS

Purchase Order- Depreciation
This feature provides information on the original purchase order and the delivery of an asset, as
well as on the supplier and any guarantees or warranties.
Linear, digressive depreciation rates can be selected or more (as defined by the user).
The depreciation calculation takes into account any improvements made to the asset and the
possible extension of its life.
Management of the guarantee/warranty and important information on the supplier.
Budgets Cost Control
For any business it is important to understand the real costs and the profitability of assets.
Having a full record of the costs and performance of each asset will enable management to
make solid, justifiable business and investment decisions in the future.
Thanks to its extensive financial and budgeting functions (and a very simple display) COSWIN
provides you with up to date, accurate and a very powerful financial data and reports.
Cost centres are defined per assets (at every level) and cost consolidation/management can
be done in real time. It is also possible to associate several additional cost centres for each
asset, these being defined by the work that is done on the asset.
Costs are calculated in a 4 x 3 matrix: including the costs of planned and unplanned
activities, projects and subcontracts: by resource, material and miscellaneous costs.
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Many graphics and reports allow analysis of the results in a format to meet with the requirements
of individual departments or management.
The costs, in 4 x 3 matrix, are accumulated at all levels of the structure, from the lowest level
of a subassembly up to the highest level, by function and by zone. So, the detail of the
accumulated costs can be viewed at any level, for any period.
Subcontractors
COSWIN allows a complete record, management of and follow up of all of the subcontracted
activities:
Definition of all subcontractors.
Definition of the contracts (open purchase order or annual contracts)
Separation of internal and external costs (subcontract), in the financial follow up (Zone,
Function, Equipment and Cost centre).
Subcontractor activities make use of all of the standard features of Coswin, yet rather than
using internal resources they are linked to the subcontractor (contracts and costs). In
managing subcontractors it is common to make use of COSWIN automated email generation
and other alerts to ensure communication of tasks and information to external organisations
is efficient. As well as managing the work internally.
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DIAGNOSTICS
Symptoms - Defects - Causes and Actions
COSWIN allows you to collect and analyse information about incidents and failures that affect
your assets (and business continuity). The reliability of assets can be improved by recording any
such events in COSWIN.
Any incident or defect can be defined at any level of the structure (an asset, sub assembly or
a geographical location). COSWIN proposes the graphical diagram tree of Symptoms,
Defects, Causes and Actions. It is possible to customise this to meet your own needs (e.g.
only to use symptom and action).
The information (symptom, defect etc) to be entered can be selected from the defect tree
itself (showing the history for each equipment or category of asset) or from user defined,
structured lists (for each category of asset). This ensures the data entered is structured for
reporting.
The report of the incidents / defects does not require the creation of a work order as it can
simply be recorded against the asset. However, if a work order has been created the
information can also be entered. To simplify the solution the defect information and work can
also be entered at the time of the fix on any PDA equipped with COSWIN MOBILE.
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Display and Interrogation

When you need good information in order to diagnose and fix a fault, you need COSWIN.
This diagnostic module provides you with all of the information you need, in one place and
simply click on the defect tree, recall the effects and actions taken for similar faults and see how
they have been rectified.
In addition to the diagnostics, COSWIN offers many reports and different displays on screen,
which will help you to access historical information and documents.
List of equipments by category.
Analysis of defects /incidents by category.
List of defects /incidents by equipment.
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OPERATION OF ASSETS
Calendars; Assets and Groups
The calendars for sites, locations and assets have an easy-to-use interface, dedicated to
recording their availability (for tasks), and to display information on the jobs planned for each
asset or group of assets.
An individual calendar for each location, asset and sub-equipment is created. This calendar
status is taken into account by the planning module.
For production purposes the calendar indicates the normal and peak production, downtimes
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Meters Meter readings

The amount and type of maintenance needed for an asset is mainly based on its running hours
(the time an equipment is actually operating), the number of operations it has performed, the
number of kilometres covered, etc COSWIN also gives many other possibilities to work with
meter readings:
An unlimited number of meters can be defined and then related to an unlimited number of
jobs. It is possible to reinitialise a meter at any value.
The jobs of reading meters can be transferred onto a hand held computer to reduce the
amount of time that is lost typing data from a paper count. (and the associated risks of
errors)
COSWIN acts "intelligently" with the different meters, and, on this basis, plans the date when
a task has to be performed. The user can control the forecasting algorithm by giving a
smoothing coefficient.
COSWIN provides reports on the meters and can estimate the running hours, and the date of
the next meter reading.
It is possible to give minimum and maximum dates (days and weeks) to a task. These values
will also be taken into account with the meter reading.
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RESOURCES
Resources - Employees - Supervisors - Shifts and Calendars
The resources can be defined and managed by the COSWIN supervisor.

COSWIN will support an unlimited number of resources, for each resource the number of
associated employees is unlimited.
A calendar indicates, for each employee, the hours worked or absent, holidays etc This
information is taken into account by the planning module. It is possible to book a percentage
of the working hours to corrective or not planned jobs.
The costs can be calculated according to 9 different rates (overtime, weekend, nights etc)
and are configurable by the users.
This definition of the "effective hours" (working days / hours of absence, holidays) allows
for very precise planning in COSWIN.
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Shift Management and skills

Shift management allows you to allocate an employee in the planning process. For a Work
Order it is possible to define the type of shift (day, night, etc), the resources that are required
(electricians, mechanic) and the number of persons.
The Skills Management feature allows you to register the qualifications of the employee for
comparison with those needed for the work.
Workload
The workload function tracks the availability of personnel.
This will provide an optimisation of the employee's allocation to Work Orders and can display
the situation in several different ways.
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PREVENTIVE MAINTENANCE
The COSWIN planning functions are used every day by thousands of people to manage millions
of activities.1.73 cm
COSWIN allows you to easily create a full list of maintenance activities and other tasks that are
needed to ensure the smooth operation of all of your assets and maximise their availability.
You can easily review your planned maintenance activities and view the planned workload, then
it is simple to reorder in line with reactive tasks and to manage changes on a day to day
Jobs
Whatever the information required, it is this module that allows you to define repetitive or unique
jobs.
Repetitive jobs can be weekly, monthly, annual or at defined dates (where the periodicity is
fixed in terms of days or weeks).
The number of jobs per asset is unlimited and the same job can be assigned to several
different assets. In order to save time when creating a new job it is possible to review and
select the existing jobs that are defined for the asset category.
A job can be based on meter readings, on a periodic basis or a combination of the two, with
the maximum and minimum values. Seasonal period can also be taken into account.
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The job description can be simple or with a complete work description, and can include any
schemas, plans, documents and attachments. The parameters will allow you to choose, and
print additional information together with the WO: such as spare parts, health and safety
instructions and any other remarks listed on the asset.
It is also possible to define a chain of tasks in order to create sequenced jobs and/or to
structure the jobs with a parent/Child relationship.
You can assign the required resources to a job. The number of employees by resource is
unlimited. You can also indicate the starting date of use of each resource.
It is possible to subdivide a job into its elementary actions. These actions can be sorted, and
resources and spare parts can be assigned to them. The feedback can be for the individual
actions.
The spare parts management is easier thanks to the ability to define kits and to consult the
list of spare parts of each asset. It is also possible to define the planned duration of the work
and the tools that will be required.
By default, the costs of jobs/tasks are allocated to the cost centre of the asset, but of course,
any other cost centre can be defined.
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Planning and Releasing Work Orders
COSWIN allows the creation of multiple plans (based on a plan number and a planner code).
COSWIN can also manage the overlap of plans and will recall jobs that have been postponed.
For a large organisation it is possible to define several planners, each of whom can create
an unlimited number of plans.
Special functions manage the possible "collisions" and doubling of various plans.
The plans can be simulated in the short or long term. These simulations, for financial,
budgetary or logistical goals, can take place for any period and will not affect the plans in
progress.
A plan is built by a multi-criteria selection allowing the planner to include only the jobs
satisfying defined conditions (e.g. on assets in a specific location or requiring a particular
resource profile, or both).
On release of the plan the jobs/tasks due are transferred to work in progress, it is then
possible to possible to print a Work Order, or for the engineers to see the work order in their
list.
In the plan COSWIN indicates any jobs that appear redundant because the same job already
in progress.
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The jobs can easily be transferred into the work in progress for any period, irrespective of the
plan.
The global plan displays the plans by planner and indicates both jobs planned and those that
are already in progress.
Purchase requests can be generated automatically after calculation of the spare parts
availability and required parts for planned work.
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Job chart
The COSWIN graphical planning screen probably looks very similar to the one you currently
use: it is very user friendly and offers many possibilities.
It displays all of the tasks for a given asset(s)/location and /or of complete structure.
The Work orders are identified by different coloured symbols, which allow you to identify
immediately those that are planned, in progress or finished. The display includes also the
unplanned tasks, for which a work order has been created.
If you are working in a production environment the use of colours can be used to highlight
important information from the calendar (shut downs, peak times etc).
The jobs can be scheduled earlier or postponed by using the mouse to drag and drop the
relevant task. COSWIN will also automatically cancel a passed job.
It is possible to export a plan to MS Project, to optimise the plan and import back into
COSWIN.
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Resource availability
What is the optimum work schedule given your available resources? It is a daily problem solved
by COSWIN in just a few minutes. Let COSWIN take into account, a sophisticated algorithm,
suggest to you which jobs you can do and when. COSWIN takes, for instance, into account the
following elements:
The available hours of all the employees by calendar and resource.
The hours required to finish the planned works.
The hours available for the work orders.
The Priority of the planned jobs, calculated by COSWIN (you can modify this algorithm with
weights). List of jobs sorted according to their priority and to the date of the resources
availability.
Smoothing factors (defined by the user) manage the contradictory requests for long or short
jobs.
Graphics and reports are available at each analysis step. The resources availability can take into
account the stock availability in order not to reserve unnecessary resources and vice-versa
(where spare parts are missing).
Availability of the spare parts

This program will run only if the stock module is configured: It is a powerful tool that will check
that the spare parts required for a job are actually available.
The stock availability can be limited to critical items by defining inferior/superior limits for the
group, category and ABC class.
The purchase orders and deliveries in progress can be taken into account to calculate the
available quantity.
The planned jobs are processed according to the planned date and their priority.
The stock availability can also take into account the resources availability. So the planned
jobs that can not take place because of missing resources dont block unnecessarily spare
parts.
It is possible to automatically manage Purchase Requests after calculating the spare parts
availability for a plan.
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WORK IN PROGRESS
Job Requests
Managing and answering helpdesk calls and job requests is a key task for the maintenance
department and can be very time consuming.
This module allows employees or the originator to enter a job request and automatically create a
work order (based on some rules and processes). Using its powerful functionalities, you can:
Manage the job priority through its life.
The requestor (or the help desk) can enter the request on the screen. The only mandatory
data is the users code. The job request number is automatically generated.
Word processing tools for comments, linked correspondence, Coswin lists, .. All of the
COSWIN user-friendly features are available in this module.
Several requests can be combined into one job. The requests can also be planned, refused
or transferred directly into a work order
On reviewing or creating a job request it can be allocated to a supervisor or to specific resources
for further actions/review (based on your own processes). It is also possible to define the
Page 31
resources and spare parts needs, as well as to give the list of activities or the job description
(either specific to this job or from the existing list of Jobs).
Where multi organisational management is implemented it is possible to run a central or
distributed helpdesk, where calls are logged against an asset, location or entity and will
automatically transfer to the workload/queue for that entity.
Job request
Planned for future

release
Reject and archived
Work Order
Follow up and
feedback
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WO: Creation Printing - Report
This module allows creating and printing rapidly work orders according to different criteria.
COSWIN makes this task easy using with selectors and windows allowing to display all the
useful information:
The printing of Work Orders is made easier by the integrated report generator that will allow
you to review and choose the information to be included (from many different places), like
the equipment description, the already defined jobs, the cost centres, pictures etc.
Using the integrated Screen Editor it is also possible to reconfigure the work order screen to
meet the needs of different users: planners, contractors, engineers, cleaners etc.
A complete or partial report (feedback) can be made for each work order including: actual
hours, spare parts and material / tools used, direct purchase, stock items, recorded incidents
and defaults, comments.
The graphical diagnostic tool: diagram tree Symptom, Cause, Defect and Action can be used
to record feedback.
Calculation of the work duration and the costs of material with a total cost field (automatically
calculated).
The Work Orders are chosen from searchable lists according to defined criteria, for example
by location, supervisor, cost centre... It is possible to sort the jobs on the screen according to
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different fields, by descending or ascending order. It is possible to print work orders in

groups or individually. It is possible to print the Work Orders by job or resource(s).
It is also possible to simultaneously print the job activities, any comments on the asset, the
health and safety instructions, the resources and spare parts needs.
It is possible to create a child Work Order or Job request (follow up activity) from a work
order.
Complete integrated feature of reparable management.
Possible automatic spares issues from Work Order.
WO Archiving
This module transfers the data from finished work orders into history. On archiving the work
order the cost centres and budgets are updated by taking into account the total cost of the
work: I.e. the hours, spare parts, contracts...
The costs are allocated by type of planned, unplanned work, projects, contracts,
subcontractors and by zone (location), function, cost centre, budget...
It is possible to update the labour and spare parts for the job based on the feedback from the
archived Work Order.
As an Option the spare part list of equipments can be automatically updated.
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Employee reports
This feature allows the recording of time sheets for each employee: creating the worked hours
file and the Work Order status file.
It is possible to enter for each employee, the hours worked for a Work Order with the start
and finish time...
Accumulation of the working time by Work Order, by employee and by day.
Quick report
The reports follow the 80-20 rule, 80% of the work orders do not need comments, nor starting
and finishing hours, nor report on the defaults. This program allows you to define, using criteria
that can be modified afterwards, the information to be transferred for a group of identical Work
Orders. The following fields can be selected:
Work Order status, job group, starting and finishing time, actual hours, indicator of the history.
If you want to update the actual hours, the downtime, the production loss, the job cost, the
material and/or spare parts cost and the resources used, answer yes to the question "Do you
want to update the standard values"?
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HISTORY AND ANALYSIS

History
Have we fixed this problem before? How did we solve it? Who did the work? With which tool?
Did we need any spares? These are frequent questions and require a quick answer.
Thanks to the history feature, COSWIN provides you with an immediate list of answers. Just
provide COSWIN with some details about what you are looking for, and a summary of all the
previous Work Orders appears. You just need then to click on one of them to consult all the
information required (comments, spare parts used, employees, incidents...).
All the Work Orders compliant with the given criteria (location, function, asset etc) are
displayed and can be sorted.
It is also possible to make use of the diagnostic feature.
Analysis
The Analysis module supplies information on costs, down time and effective hours vs. planned
hours. These reports can be generated for any period, and according to many criteria:
This cost analysis can be made by zone, function, cost centre, project...
The data in the report can be sorted according by various key fields, and in ascending or
descending order.
It is also possible to take into account the work still in progress.
Complete analysis of the running time, and MTBF statistics (Mean-Time-Between Failure),
MTTR (Mean Time-To Repair)...
An exhaustive analysis, in a matrix format, costs of the different zones, locations, functions,
contracts, assets and components, with the percentage of each zone, function...
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CONDITION-BASED MAINTENANCE
Every maintenance department dreams of using perfect condition-based maintenance: to do the
only the necessary work, basing decisions to intervene on the real status of the asset.
As the meters and other measurement tools become more prevalent the move to conditionbased maintenance increases pace. In addition modern equipment has become very
sophisticated and expensive, and with it the pressure to increase its availability and profitability.
COSWIN will - based on the data recorded - store and then interpret the temperatures,
vibrations, pressures... of your assets.
Coswin will also allow for the definition of measurements (temperature, vibration...) and
points of measurement for each asset. The number of measurement points is unlimited.
Definition of the norms for each measurement point: COSWIN manages 7 basic norms and
allows to store allowed fluctuations, the tolerance according to the norms, as well as alarm
levels.
The measurements (meter reading, calibrating...) are controlled during the measurement
jobs.
The number of such measurement jobs is defined by the user, but COSWIN acts
"intelligently" or dynamically according to the meter reading and can modify the frequency of
these jobs, that will be for example be increased when an equipment is giving signs of
weakness.
Several functions allow you to manage these alarms, namely a screen which gives, sorted
by priority, the list of equipments and the date of predictable failure. It is also possible to
update the alarms and to modify the norms on the basis of previous experiences.
The jobs created for the problematic equipment are managed with the others jobs (planned
and correctives tasks) It is similarly possible to manage the resources and spare parts.
Page 37
STOCK AND PURCHASE CIRCUIT

Stock Module
Purchasing Module
ITEM Referential
Suppliers Referential
NON
-
STOCK Referential
Reservations
Signatures and Validation
Automatic creation
WO/C.C.
Issues
Purchase Request
Purchase Quotation
Comparatives
Feedback
Deliveries
Feedback
Inspection
Purchase Orders
Forwarding and parcels
Transfers
Inventories / Adjustments
Invoice Reconciliation
Credits
Reconciliation
Restocking
Page 38
STOCKS
The COSWIN Stock module is multipurpose and extremely flexible. It can be used with or
without the Purchasing module, independently (with one or several users) or fully integrated with
the COSWIN Maintenance module. It allows all common stock management methods. It also
has a multi stores capability and supports the multi organisational management.
Item index card
It is possible to create, modify, delete or change the code of an existing item. The item can
be stored in an unlimited number of locations (composed of a store, a bin and a batch). You
can also define equivalent items.
The financial information, costs... can be viewed by pressing a key. This information is very
detailed and includes, for example, the receipts, issues, adjustments... You can display the
list of suppliers for a given item, with the unit price, the terms of delivery...
Screens provide information about the purchase requests receipts, reservations, issues and
purchase orders, as well as a summary of the last transactions.
Like assets, items can also be linked to technical specifications that configurable by the user.
999 categories of 20 attributes are at the disposal of the user to store the technical data of its
items. The items can be searched by attributes.
Page 39
Receipts
It is here that the delivered items are entered, if they have been ordered with the Coswin
purchase module or another system. You can even enter delivered items for which there is no
order. If the Purchase module exists, COSWIN makes verifications and displays the information
referring to the Purchase Order.
If you have the Purchase module and if you give the purchase orders reference, COSWIN
displays all the items ordered, with their quantity. You just have to validate. The non-stock
items are also accepted.
The items can be allocated to one or several locations. A secondary screen indicates the
locations already including this item, and new locations can be created.
The items having to be checked or requiring a quality control are sent in a special location.
The returns to the supplier can be global or partial.
Different reports on the receipts (at a given date, by type, items ready for delivery) can be
printed.
Page 40
Issues
The stock issues often create problems, even for the most efficient store man. The time spent
waiting while a spare is being located increases, and you need to answer to questions such as:
What was the reservation number? Where is the item (location, batch...)? With COSWIN access
to all the information is guaranteed and is easy to find.
The items can be taken out and allocated on a WO, for repair or a temporary use (tools, for
example). For this last category, the planned date for the return in stock can also be given.
COSWIN calculates the output value and allocates it to a cost centre.
The returns in stock are also managed.
An interface with a hand held computer (PDA) allows the issues and the identification of the
stock items. (In this case barcode can be very appreciated)
The system will prompt you to enter a purchase request directly, if the quantity in stock is
insufficient.
Page 41
Adjustments
Any modification of the stock in quantity and/or in value is an adjustment.
Adjustment of the quantity in stock and value.
Negative or positive adjustments, allocation on an adjustment cost centre.
Creation of a report regarding the adjustments on a given period.
Allocation on an adjustment cost centre.
Non-stock
In the same way the items managed in stock are created, COSWIN records the non-stock items
which can be direct purchases or services.
Each "non-stock" item has a long description and the transactions history is recorded (price
requests, purchase orders, receipts...).
A purchase order can include stock items and non-stock items. The receipt of a non-stock
item can be assigned directly on a Work Order.
Reservations
This module allows you to reserve items individually, for Work Orders or by using kits. This
procedure can be made for any future period.
Reservation of a particular item, of items required to do a Work Order, or of one or several
kits. The reservation of items for the Work Order can be made manually, semi-automatically
or automatically.
The reservations are easier thanks to secondary screens indicating the locations of the
different items.
It is very easy to review all the existing reservations, by reference, date, cost centre or Work
Order. It is possible to modify the reservations and to cancel a reservation for an item.
Various reports are available, for example the list of reservations by date and type.
Validation circuit of reservations
Reservations can be generated directly from Work Order and planning.
Page 42
Transfers
Entry of the spare parts movements between two stores or locations (issue in one store and
receipt in the other are automated by the transfer function).
The transfer data are put in history such as all the other transactions. This also caters for the
multi Organisational functions in Coswin.
Follow-up of transfers request and validation.
Inventory
Creation of a list of items to inventory.
Manual entry of the inventoried values or direct entry of the differences of inventory.
The adjustments are made automatically. The date of the last inventory for the item is
automatically updated.
Inventory with "open store"
Analysis
COSWIN is delivered with reports and standard analyses, such as ABC analysis, stock surplus,
stock mini, dead stock...
Classification in A, B and C classes.
The consumption for the last 2 years is recorded. Besides, the monthly consumption can be
viewed at any moment.
The consumption by cost centre and the budgets details can be displayed.
A program identifies the inactive stock and the stock surplus.
Analysis of the transactions.
Page 43
Automatic generation of the Purchase Request

This module allows you to generate a report listing for all the items to restock. It also allows you
to validate the items included in the list to be used for the automatic generation of the
Purchase Request.
Page 44
PURCHASING
The COSWIN Purchase module optimises the purchase managers job, and provides you with
structured and accurate data to help negotiate the best price vs. the quality of service. A number
of parameters are possible to enable you to adapt the tool to your own management methods:
COSWIN provides a full history of deliveries for each supplier (with dates/times enables easy
control of the services.
It is possible to define the prefixes for the purchase requests, purchase orders and invoices
for your own automatic numbering system.
Multi-currencies and exchange rates management with n decimals.
Suppliers File
This file offers a lot of useful data and allows you to review and modify information in several
ways. For example, during the creation of a purchase order, you can display in a window the list
of items available from a given supplier.
Addresses, contacts, remarks and comments can be registered.
Page 45
A list of items proposed by the supplier, with any discounts on values or quantity. These
factors are taken into account during the purchase order.
For each item, you can give two descriptions, a short one and a long one, and also a remark
by supplier
The work is more rapid and precise thanks to the large quantity of information available on
the request, i.e: the date and reference of the last purchase orders, delivery balance,
invoices received, turnover by supplier, number of advances / delays of delivery.
Agreement management (Purchase permit only on one agreed supplier)
Purchase requests
This module is a very useful intermediary step before the purchase order itself. It is used to
regroup and sort all the requests. All the gathered information in this module is available during
the purchase order.
The requests can be made indifferently for items in stock or non-stock items.
The requests can be based on a work order or a cost centre, even both, for one or several
items of a Work Order or a kit.
Page 46
A system of complete follow up allows the purchase manager and the person who did the
request to know at any moment the request status. The follow up can be made by: cost
centre, item of the Work Order... and of course, also by date and purchase request number.
Adoption of a company workflow and electronic signatures ensure that only an authorised
person can validate the purchase requests.
5 levels of authorisation are possible in order to validate a purchase request.
Purchase Orders
More than a hundred purchase managers have participated in the evolution of this module so
that it really makes purchase order management easier: whatever your stocks, the number of
suppliers and the currencies used. The screens give access to all the information you will need
and allows you to choose the best price, the optimal quantity and the most advantageous
delivery terms.
The allocation of a purchase order to one or several cost centre(s) is made at two levels
globally for any purchase order or separately for each item. This option ensures the
complete flexibility of the purchase posting. Besides, the various expenses as the taxes, the
discounts, the freight costs, can be managed in the same way, with a total precision.
You can have several deliveries for an item.
Page 47
COSWIN proposes global purchase orders by supplier on the basis of an estimate for a
given period.
Comments can be added to the purchase orders. The user prints the purchase order itself
according to their own preconfigured formats.
5 levels of authorisation are available to validate a purchase request.
Many reports allow users to follow the purchase orders, receipts and invoices. The criteria
for each of these reports are defined in the parameters.
Management of blanket purchase orders.
Management of transport and lot packing.
Control of invoices
How many errors do you notice in your invoicing? and, how many times have you received items
that had not been ordered (or vice versa)? The flexible control of COSWIN solves all of these
problems and more...
An easy way to review all purchase orders, suppliers and cost centres.
An easy way to track and report on the purchase orders by cost centre.
A list of invoices can be viewed and printed by supplier and period.
The system processes partial deliveries and invoicing.
The invoice can be in any currency.
Values associated with stores and locations are automatically recalculated - if the invoiced
amount is different from the ordered value.
Input of credit notes and their allocation.
Page 48
Quotations
This module allows you to follow up a purchase request for a list of stock or non-stock items, by
requesting a quotation from one or several suppliers chosen from the suppliers list. The
estimate can be printed (similar format to the one of the purchase orders). COSWIN records the
responses. It is possible to compare the offers in a special table (screen) in order to choose the
best offer, which can then be transformed automatically into a purchase order.
The quotation (request) can be generated from one or several purchase requests.
Transit
COSWIN allows the package management of a Purchase Order and the corresponding transport
steps. After, receipts can be done by package.
It's possible to:
Trace the transport steps of the Purchase Order
Managed the package content and its importation
Budgets Management
This module allows the precise follow up of budgets, purchase orders, invoices and
commitments, month by month.
Page 49
DIAGRAM EDITOR
There is also another way to navigate in Coswin, to make the system even easier to use, and to
make it easier to find information.
The Diagram Editor allows the users to create schematic drawings, representing for example a
map, a floor plan or schematising a production line or air conditioning system. On this diagram
are placed buttons that can launch a particular action, e.g.
To open another diagram or map (i.e. start with a map of all the sites, click on a site, view a
photo of the site or the floor plan, select the area you are interested in.. etc)
To open an asset screen, a work order or list of assets in that location.
This method of navigation is simple to implement and means users do not need to memorise
complex codes or asset names, it is the most personal and intuitive way to access the
information.
Page 50
COSWIN REPORT GENERATOR
To enable you to make best use of all the data that is recorded in COSWIN, SIVECO GROUP
has integrated report generator which is a standard of the market and allows you to edit on the
screen, on paper or in a file, a customised layout of user specified information from the database
A model of the report is created in the editor program and is saved. This report can be launched
in COSWIN (a printing icon exists on each window).
All the database fields can be accessed via a simple graphical interface (click of mouse); the
user select the field they need and places it on the report model.
Several types of calculations are possible: arithmetical operations, subtotals, creation of a new
calculated field.
The data can be filtered by every field of the database or every calculated field (example: list of
equipments of a defined zone) and sorted.
Page 51
The report generator allows the user to automatically produce graphics, histograms, pie charts
with the calculated data.
So, the report generator allows the users to produce reports with the quality of the best word
processors: to choose the characters fonts (bold, underscored, italic) presentation (background
colours foreground, shadows, boxes, circles, ellipses) customisation (printing of the company
logo and bar codes).The rich edition of this tool brings out the data and the results of the
maintenance department.
Siveco Group has chosen "Crystal Reports" as is integrated report generator.
Crystal Reports
Key points. Perform quickly every type of data as a clear and efficient report. Export reports for
current formats. Allow end users to access information on a Web platform.
Connectivity. Crystal Reports provides a native connectivity with the database.
Its possible to write your own SQL commands or use the Crystal Reports proven query
generation capabilities for flexible control over database connectivity.
Formatting and design
Crystal Reports offers advance productive tools, in particular reusable report objects,
customisable templates and formula language, that makes easier and accelerate the report
creation.
Visual report designer. Quickly design interactive reports using an intuitive, drag-and-drop
interface and object-oriented explorers.
Experts and wizards. Use optional experts and wizards to simplify common reporting tasks such
as connecting to a data source, selecting, grouping, sorting, and summarizing data.
Reusable report objects. Expedite the report design process by storing key report objects
including text objects, SQL commands, bitmaps, and custom functions (formulas)in a central
managed library (provided in Crystal Enterprise) for sharing, reuse, and single-point updating
across multiple reports.
Customizable templates. Spend less time formatting individual reports. Design and apply
customized templates that specify standards in formatting and logicincluding data access
operationsto ensure design consistency across reports. You can even use existing reports as
templates.
Powerful formula language. Use the extensive formula language in Crystal Reports with over
160 built-in and user-defined functions and operators to tightly control report formatting, complex
logic, and data selection. A call-stack makes debugging data-level errors easy. A formula
extractor and formula workshop are also included.
Report Viewing and Interaction
Crystal Reports provides flexible options that let end users view and interact with information in
familiar formats and via familiar environments.
Multiple export formats. Provide end users with reports in the format they prefer. Export reports
to popular formats, including Excel, PDF, XML, HTML, RTF, and more.
Page 52
Parameters. Let users view the same data in

End users can select predefined parameters in
data.
Support for Microsoft Office XP Smart Tags.
tablesinto Microsoft Outlook, Word, or Excel
Office document
different ways without creating multiple reports.

a single report to receive a subset of customized
Insert key report objectsincluding charts and
for instant viewing and refreshing from within an
Page 53
SCREEN EDITOR
SIVECO GROUP has created, for its COSWIN software, the most flexible screen interface.
The Screen Editor allows users to adapt/design all of the screens in COSWIN to meet the needs
of each user profile.
The administrator organises the various screens of each program in order to show to each user
only the information and options that are needed for their role.
It is also possible to reorder and rename fields based upon the needs, terminology and priorities
of your own organisation(s)
For example: the maintenance operator might see, in a Work Order, the descriptions and the
man-hours needed. The manager will see the costs and the down time of the asset.
Security is managed for each menu option, screen and even for each field, so each user/group
can be allocated their own view, add, modify or delete rights for every field.
Thanks to the Screen Editor COSWIN software can communicate with all the external
applications and allows an easy screen customisation.
Page 54
eMail Java Mail

It is possible to automatically generate and send emails from Coswin.
The content and recipient of each mail can be predefined and filled in based upon information
related to each transaction.
Page 55

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What is COSWIN 7i?

What is COSWIN 7i?

What are some of the key features of COSWIN 7i?

What are some of the key features of COSWIN 7i?

SIVECO GROUP

BP 41 F-78185 St-Quentin-en-Yvelines, France

TECHNICAL MANAGEMENT OF ASSETS

FINANCIAL MANAGEMENT OF ASSETS

HISTORY AND ANALYSIS

STOCK AND PURCHASE CIRCUIT

COSWIN REPORT GENERATOR

COSWIN 7i : Functional Overview : 03/11/2005

Creating a personalised menu by using photographs or drawings of your own facilities to

COSWIN 7i : Functional Overview : 03/11/2005

It is possible to navigate through a graphical display of the asset/geographical structure

The list (selectors)

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

Transaction validation circuit (Workflow)

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

TECHNICAL MANAGEMENT OF ASSETS

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

List of spare parts

For each asset an unlimited list of spare parts can be created.

COSWIN 7i : Functional Overview : 03/11/2005

Drawings and manuals

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

FINANCIAL MANAGEMENT OF ASSETS

Budgets Cost Control

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

Display and Interrogation

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

Meters Meter readings

COSWIN 7i : Functional Overview : 03/11/2005

The resources can be defined and managed by the COSWIN supervisor.

COSWIN 7i : Functional Overview : 03/11/2005

Shift Management and skills

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

Planning and Releasing Work Orders

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

COSWIN 7i : Functional Overview : 03/11/2005

Availability of the spare parts

COSWIN 7i : Functional Overview : 03/11/2005

Planned for future

Reject and archived

COSWIN 7i : Functional Overview : 03/11/2005

WO: Creation Printing - Report