?

Why a

CMMS
A solution of CMMS is a genuine decision-making
tool in a company and allows an optimized
management of human, material and budgetary
resources.

A CMMS must lead to productivity and efficiency

and thus a better competitiveness.

L’informatique au service la maintenance

 THE MAIN FUNCTIONALITIES OF A CMMS …

OptiMaint is a genuine tool for your company which will allow you to optimize the management of your
maintenance but also human resources, material and budget.

These are the main functionalities available:

INDUSTRIAL WORK BUDGET MANAGEMENT OF

PURCHASING STOCK
ASSETS MANAGEMENT MANAGEMENT PROJECT
Allows to Optimizes all Optimizes the Optimizes Follow your Follow the budgets
describe in works for the management the operational allocated to
detail the preventive, of the inventory budget investment plans
equipment to curative, and purchases control by
be maintained condition–based with a avoiding
maintenance complete cycle stock
from the price shortage
request to the
supplier
invoice

Benefits of a CMMS :

Improve your costs control

Optimize the maintenance budget
Optimize stock control and purchase control
Increase the availability of the equipment
Improve the maintenance department schedule
Keep track of the equipment history
Decrease the number, the frequency and the type of the breakdowns
Improve quality of service (to meet the needs and to increase the rate of satisfaction, iso)
Increase your efficiency
Reduce the numbers of urgent works
Decrease your time for work completion

A CMMS allows the decrease of the costs of your maintenance department and the increase of the reliability of
the equipments.

Which are the main reasons to implement a CMMS?

 Improve and facilitate the management of the preventive/curative maintenance works

 Optimize the management of purchases and stocks

 Capitalize on the experiment through the works history to make the good decisions –

 Set up procedures (Iso standards…)

A CMMS must lead to productivity and efficiency and thus a better competitiveness

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 CMMS in the companies …

The benefits of a CMMS are still under estimated by head offices and much of companies did not yet
invest in this type of solution. Some maintenance departments have wished to structure their service
and developed (often by trainees) small CMMS solutions by using Office tools (such as Access or
Excel). They quickly realize limits of their solution, (nobody can maintain theses solutions). Therefore,
they tend to ask CMMS professionals like Apisoft.

In France, an average of 20 % of the maintenance departments are equipped with maintenance

management tools. According to recent polls; between 7 % and 10% of the companies (with staff over
100) will study this year a CMMS solution. These companies are mainly in industrial field (70%) and
tertiary sector (30%).

CMMS and APISOFT …

History …
The first version of our CMMS was designed about 20 years ago with the name of Maggie-3000. The
software - exclusively dedicated to hardware HP3000- (mini platform sold in the industrial world for
management and control) was developed from the outset within a data processing department of an
automotive equipment manufacturer with the cooperation of the persons in charge of maintenance
belonging to various subsidiary companies.

In 1994, Apisoft is created by the development manager.

In 2000, following the request of our customers, a new project starts: rewriting Maggie-3000 in a
client/server version, multi platforms and multi databases. OptiMaint is born.

With almost 15 years of experience, Apisoft is one of the rare editors on the market to sell a solution
developed by persons in charge of maintenance!

A major actor …
Within a few years and without using an aggressive marketing, OptiMaint became a major actor on the
CMMS market. Turnover is into constant evolution (an average of + 20% a year).

Developments …
An average of two major versions is delivered each year.
The very large majority of the evolutions are carried out at the request of OptiMaint customers. That
guarantees to always have the software which corresponds to concrete needs.

Partners …
Thanks to partners, Apisoft International distributes OptiMaint in France and abroad: Morocco,
Tunisia, Algeria, West Africa and French overseas departments and territories.
Apisoft International also selected various partners who can offer a global implementation
accompaniment your CMMS project (advice, audit)

OPTIMAINT CMMS …

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OptiMaint for which needs ?
OptiMaint was designed from the outset to be to be adaptable to various sectors. OptiMaint is a
CMMS package which allows a global maintenance management to meet the needs of various fields
such as industry, tertiary sector, services, hospitals…
OptiMaint was designed by maintenance managers to meet the concrete needs for small or big
structure.

OptiMaint vs. other CMMS Solutions …

OptiMaint is an alternative between setting up long, expensive and complex CMMS software and a
solution offering too simple and limited features.
OptiMaint compared to its competitors is characterized by its ease of use. OptiMaint has powerful
functionalities with a simple approach thanks to pleasant and easy-to-use data entry screens.
Ergonomics is particularly neat.

OptiMaint is characterized by a simple but full approach of various functionalities of maintenance

management. You can easily personalize screens in order to adapt OptiMaint to your own specificities.
Thus, you can create your own fields, define mandatory fields or remove from screen the fields you
may not use! With confidentiality and security management, you only display to users data which
interest them! You even have the possibility of personalizing the terminology (for example you can
replace the word “equipment” by “machine”…)
From a data-processing technical point of view, contrary to almost all the other CMMS solutions,
OptiMaint is multi site and multi database (Oracle, SQL Server, Sybase, DB2/400 for AS400, MySQL,
PostgreSQL, Access).

OptiMaint’s strong points …

 User-friendliness,
 Ease of use,
 Easy and powerful parameter setting,
 Quick to be set up.

Our customers …
See the list on our website (www.optimaint.com):
User club / New customers

TRY OPTIMAINT …

The choice of your software is delicate. Documentation and a commercial presentation are not enough
to evaluate qualities of a software!

At the time of a presentation, the speech of representative can reassure you but that should not
especially remove the phase of evaluation.

The phase of evaluation is all the more essential when the representative answers you that it is not!

This is why we offer you the possibility of trying OptiMaint last version. It is a full version of the
software with all the functionalities but limited to 30 days.

This phase of evaluation will enable you to check if OptiMaint meets your needs and thus will reassure
you in the choice of our software.

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 OptiMaint
Why

?
If all software packages seem to be identical at first
sight, we realize that there are strong differences
between these for a daily use.
This is why we would like to draw your attention to
strong points appreciated by our customers

OptiMaint is ...

- Easy to use

- Fast to use

- Easy to customize

- Powerful

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Easy to use

A CMMS software is not made for data-processing specialists. This is why it must be conceived in a
permanent worry of user-friendliness. Windows were studied with the users to be simple and quickly
informed.

1. To take easily the software in hand, screens are standardized.

There are only 2 types of screens:

Identity Screen Search screen

2. All our search screens are multi criteria with the possibility of making search on part of the desired
criterion (by using wildcards characters such as % or *).

The following example show you the search function on equipments. All indicated
fields represent as many criteria for your search (filter)

After validating your search, you get the list of

equipments according to your criteria. You can
either print it, or export it towards other solution
(word, Excel).

3. OptiMaint allows to work with a single screen display or with a multi screen display.

With the multi screen display, you can switch from one screen to the
other without any restriction. You can check work requests and check
equipments, your orders or work orders on several windows at the
same time ….

Multi screen display offers a great flexibility in use. However, if you wish it can work as
a single screen display (only one window on screen at the same time).

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2. Tree view

To take easily the software in hand and understand the analytical and
geographical organisation of your company, OptiMaint has a graphic tree view
display.

To give to the user only relevant information, it is possible to personalize the

screen display of all the levels of the tree structures. This personalization makes
it possible to create an unlimited number of tree structures.

With a minimum of 6 obligatory levels, the software can be wide up to 16 levels

of analysis! Thus, OptiMaint adapts easily to small, average and big structures.

OptiMaint has two tree structures types: analytical and geographical. These tree
structures enable to visualize and find easily all your equipments.

From the tree structure, you can directly create a work request, a work order, an
activity without work order…

Moreover, a colour code (not mandatory) enables to indicate the equipment status.

3. OptiCom - Work request

The OptiCom module makes it possible to an unlimited number of

users (no restriction) to connect at the same time to OptiMaint‘s
database to transfer their work requests.

This functionality, very simple to use, enables any

person to record an incident, but also to follow in real-
time the evolution of its requests.

Please note:
The OptiCom module also makes it possible to take the reading of meters of the equipment, modify their operation planning if
needed …

4. Electronic Document Management – EDM

OptiMaint manages any of your electronic document or paper document (Word, Excel, AutoCAD,
Pictures, internet links…).These documents can be linked to equipments, items, supplier, work
order… You just have to click and open for instance an equipment map, an item sketch, operating
instruction or supplier contracts …

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 5. Preventive maintenance schedule easy to set up

OptiMaint gives you a graphic synthesis (or in the form of table) of

your human resources compared to your tasks. Thus, for one
given period you immediately know if you can deal with the tasks
or not.

(By clicking on a cell you have the detail of preventive

maintenance)

You can have a daily, weekly or monthly planning.

The planning of scheduled works can be exported towards

another application (Excel for example).

6. Powerful Analysis , easy to follow

With OptiMaint, it is very easy to follow technical and

financial sides of all equipments. Precise and simple
dashboards help you to make your decisions and
convince your managers if needed (for the
replacement of equipment for example).

Financial aspects Technical aspects

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 FAST TO USE

A CMMS should not be a constraint. It must be easy to use and users should not waste time to
understand it.

OptiMaint is above all before a tool to help the maintenance department. This is why each window has
been designed to be indicated within the fastest time.

It only takes a few seconds to inform data on a work order, an activity sheet …

1. A fast installation

You can start using Optimaint even if you have not listed all the items,
components, equipment… you will be able to do it when required. Optimaint
is set up at your rhythm.

To save time, OptiMaint has functions of recopy (equivalent to

copy/paste of Windows). For instance, you can create an equipment
starting from another equipment with only one “click”. (and copy all of
the characteristics or part of the characteristics of this equipment).

2. OptiMaint enables you to generate delivery reminders and to send them by mail, fax, email…
OptiMaint also allows you to manage returns to suppliers.

3. You can also manage all your contracts with your subcontractors with a very rigorous follow-up.

You follow the fulfilment of your contracts. For example, you define the average number of works over
a given period, costs … and thereafter, you can check if contractual conditions are observed.
(Including the lead time until work is completed or supplies to be delivered).

Moreover, to save time, OptiMaint indicates the contracts which are about to expire, those which
should be reconducted …

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 EASY TO CUSTOMIZE

OptiMaint is a CMMS package which allows a global maintenance management to meet the needs of
various fields such as industry, tertiary sector, services, hospitals…
OptiMaint was designed by maintenance managers to meet the concrete needs for small or big
companies.

Optimaint can be applied in multi sites plants and can manage any type of equipment.

1. Terminology

You can personalize the terminology and

change OptiMaint’s vocabulary by your
own.

For instance, you can replace the word

« Equipment » by « Machine »

2. Screen personalization

It is very easy to …

- Hide fields from screen if they are

not relevant for you!

- Define mandatory fields (With a

color code to highlight those)

Important: The personalization of the following screens: equipment, Component, item, supplier, employee….is set up through
families. Thus, an equipment belonging to the “lifting trucks” family, will not have the same fields as the equipment belonging to
the “computer “ family. OptiMaint adapts perfectly to your own specificities.

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3. Create your own text boxes

You can create your own text boxes. it can be

alphanumerical, numerical, a date, monetary, yes/no,
…

You can launch searches

and analysis on
personalized fields.

4. Personalization of menus

The personalization of menus enables to meet any user’s needs and display only information which
are relevant and useful for him.

Examples:

If you log in with an administrator profile, you have

access to all functionalities of the software.

If you log in with a technician profile, menus and tool bar are limited to the parameters
you have previously defined.

You can define an unlimited number of profiles.

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5. Personalization of reports

Personalizing reports is very simple.

You have at your disposal of many print options.

Thanks to check boxes , you can set up orders
impression parameters. it does not require any data-
processing skill

6. Clear and precise synthesis boards with alarms (customizable)

You can set up a synthesis board (according to profile) which indicates data like:
 Batch
 Works
 Purchase
 Contracts …

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 POWERFUL

1. Tree of failure

The tree of failure is a great search and analysis tool. It allows

the user to find the reason of a breakdown, its remedy (thanks
to chronological account).

With over 20 selection criteria and about 15 display and

sorting filters, the tree of failure allows in a very simple way, to
exploit and share the capital experiment with all the workers

2. Automated preventive maintenance

You never have to worry if you have soon works orders to create! OptiMaint does this work for you.
Automatically X days (X being personalized) before the date of preventive maintenance, OptiMaint
generates works orders (it can even automatically print them directly on the recipient printer)

3. Replenishment advice take into account preventive maintenance

When you ask OptiMaint to make replenishment advice, you can ask him to take account of the
requirements into preventive until an expiry which you define.

With regular replenishment and a minimum stock which include the needs for the curative, it is not
possible any more to fall in stock shortage.

OptiMaint enables to order necessary items for your future works, it is not thus necessary any more to
make reservations of part (tiresome and little respected functionality!).

4. A powerful coding

Coding is immutable. That has the advantage of not disturbing the workers.

In this example,
equipment “CH-01” is
transferred from the cost
centre (C.C.) “WSA” to
“WSB” with no
modification of its coding.

The movement of equipment is very easy as you only have to modify its cost centre (C.C). The
equipment codification does not change and its chronological account is kept.

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5. OptiMaint enables to rectify the WAC of an item when the order price (or receiving price) is
different from the corresponding invoice price.

In this case, there is generation of corrective movements compared to the whole of the inventory
turnovers occurred since the stock entry. If you do not have this functionality, and if the invoiced
amount is regularly different from the ordered amount, your financial analyses but also the valorization
of your stock are completely false.

6. Optimization of research and the response times

No matter the volume of information to be treated, OptiMaint supports the load. Here’s a concrete
example which illustrates the fact that OptiMaint optimizes the response times to the database. We will
compare the way of working of OptiMaint with the majority of the other CMMS solutions.

When you to seek a precise item on a database of 3.000 items:

OptiMaint, proceeds as follows:

a) You open the window of item identity
b) You type the precise code of the article followed by the TAB key and the corresponding item window opens
You thus made a request with the database on a single recording.

The majority of the other CMMS solutions, proceed as follows:

a) You open a window which displays a list of all the items - you thus made a request on the 3.000 recordings in the database
b) You double-click on the line to open the window of the desired item - you made a request on 1 recording.
You made 2 requests out of 3.001 recordings!

At first sight, that seems to be a detail of a data-processing specialist, but imagine when you have 2
users who consult items at the same time. With OptiMaint, only 2 simultaneous requests out of 2
recordings with the database will be done. With the majority of the other CMMS solutions, you will
have 2 requests out of 2*3001= 6.002 recordings! The response times obligatorily will be degraded!
And with a great number of simultaneous users that takes immediately proportions even more
important

7. Analysis Tools

OptiMaint has (in standard) many reports and graphs (approximately 180). In addition, within the
maintenance contract, Apisoft answers concretely your needs if a specific report or graph would miss
you. Any of these reports can be printed, exported towards your solutions (Word, Excel, Access…) or
published on your Intranet
.

8. A powerful confidentiality

You can prohibit (in reading and or writing) some of your users to consult information which does not
concern their cost centre (work orders, equipments…).

9. OptiMaint is compatible with the majority of the databases:

Access, Oracle, SQL Server, Sybase, DB2/400, MySQL, PostgreSQL … Thus, you can start with a
database Access and thereafter you can evolve to another type of database if needed. For users, it is
completely transparent because it is strictly the same software with the same interface.

International Apisoft has always privileged standards of the market (Microsoft, Unix, IBM, HP, Oracle,
Sybase…). By choosing technologies of development common to the great names of the market,
Apisoft International is not related to the “cyclic modes” of data processing, which ensures the
perenniality of your investment.

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To conclude…

This document is not exhaustive,

This is why we fully remain at your disposal. …

For further information ask your reseller.

OptiMaint is a CMMS software package developed by:

www.optimaint.com
info@optimaint.com

The marks quoted in this document are the property of their respective holder.

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