OVERVIEW

Technical Service Data Organizer – TSDO

A real SQL database, developed in "MS Access", aimed to help You, as a Technical Manager, Technician

or Equipment Supplier to track any activities of you, your staff or customers for equipment located in one or more enterprises:

* supports lists of Contacts and Equipment/Materials/Products/Spare Parts;

* activity records of Emergency Service, Planned Service, Orders , Expenses and any other;

* comprehensive reports and statistical data - all in one place !

Since there are thousands of different types of equipment, it is very difficult to create a standard set of fields that can cover a huge variety of parameters for describing any equipment. Because of this, many Enterprises use Databases created exclusively for their own needs, and there are no full-fledged products on the market with a common solution. The lack of a convenient tool makes it difficult for technical specialists of small and medium-sized companies to keep records of their equipment. In most cases, we have to use "MS Excel" tables that cover only the simplest needs and make us kill time on every data change, reporting and copy-paste operations. Unlike "MS Excel" tables, the purpose of the database tables is to give us a tool to entry data once only and to obtain the required outputs without additional effort. In case of any correction of entered data (for example, in name of equipment) these changes will be affected on all related records and reports. Technical Service Data Organizer (TSDO) was designed as an optimal tool for describing a wide variety of equipment types and activity records. It is based on 15 years of practical use in various industrial areas.

At the same time, to record fully our daily activities is always a difficult task. In the technical area, we must monitor installations, emergency and planned services, spare parts orders and many administrative matters. We spend a lot of time on reporting and analyzing data, but since, time is the most valuable resource for technicians, our activities are mostly not fully recorded. After all, the goal is not only to fix our records in history, but to find them easily after even a long time. The purpose of creating this database was to save time as much as possible to address such unavoidable administrative issues as planning, reporting and analyzing data by entering data only once and getting all the results you need by clicking the button. Of course, each company has its own standard for forms and reports, that's why TSDO in its existing design cannot be used as a corporate database, but it is a useful personal tool for technicians who must be concentrated on their technical tasks, and at the same time have the ability to record easily the necessary Information.

HOW IT WORKS

In the same way, as with any contact organizer, for example, "MS Outlook", in which you can create records of your schedules, tasks, appointments, and then associate them with contacts from your list, the TSDO gives you possibility to create a list of equipment and assign them to records of your activities. In addition, TSDO allows you to follow the related expenses and spare parts transactions. Thus, TSDO, in general, supports two kinds of entities: CONTACTS and EQUIPMENT, which you can assign to your ACTIVITY records. All records can be shown either in "datasheet", or in "form" view.

CONTACTS

Contacts records are stored in one table, most fields of which are standard, thus are well known. Besides Activity records, Equipment also can be assigned to Contacts as well. For example, you can create Contact record of equipment supplier and assign this Contact to Equipment, which is placed at your site. In "form" view Contacts will show the list of assigned equipment. In other case, you can assign Equipment to Contact from "Staff" category, who can be considered as a person responsible for equipment. This contact record will be listed in appropriate reports.

EQUIPMENT

To cover enormous variety of different types of equipment, TSDO contains three tables responsible for equipment’s description. One table categorizes the equipment by its type, the second table describes the equipment model and contains all the parameters common to this model and the third table lists the equipment actually existing in your enterprise, with serial numbers and labels. This, actually existing equipment (it can also be a material or product) is called a "Specification" in TSDO. Such structure gives flexibility of equipment classification and makes it easy to clone equipment of the same model. Thus, the equipment’s entity is actually divided into two objects: Equipment and Specification. Both can be tied to your Activity records.

ACTIVITIES

All kind of your activity, like technical notes, tasks, meetings and any other daily records are called "Schedules” in TSDO. Contacts and Equipment can be assigned for each Schedule entry. After that you will be able to find the required Schedule record by Date, Contact, Equipment, Specification. At the same time, TSDO calculates the number of schedule entries of a certain type with respect to the date/time for each assigned entity. Schedule records are combined under the "Subject", which describes a specific case, for example, equipment failure, meeting with the director and any others. For big projects, like new technological line installation, different Subjects can be grouped under common "Project". From other side, Schedule records can contain some brief notes which called "Details" records. Thus, the activity records in TSDO have a four-step structure: Projects, Subjects, Schedules and Details. This gives you the flexibility to choose how to classify and separate information by yourself.