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Proteus MMX Mobile Training Manual

Proteus MMX Mobile V 3.7.11 User/Training Manual

1. Introduction to Proteus MMX Mobile

a. About Proteus MMX Mobile

Proteus MMX Mobile is a software application that provides real-time maintenance information such as work order and asset information from a tablet device or mobile smartphone. It provides a fast, accurate, and affordable system to collect information regarding parts, labor, causes, problem reporting, and more using a handheld device. Barcode technology and interactive software provide faster, more accurate, and standardized data entry. This will allow you to accomplish more every day by improving productivity. Supported mobile platforms include iOS version 9.0 or later, Android 6.0 or later, or Windows 10 Surface Pro 4. 

b. About This Manual

This manual is intended for users with a working knowledge of mobile computing platforms and the functionality of the built-in applications that are included with these mobile devices. This includes navigation, the operation of the onscreen keyboards, scrolling up and down lists, opening pick-lists, displaying and using menus, using shortcut strokes and setting user preferences. These functions are discussed in the device manufacturer's user manual or handbook.

c. Workflow Overview

Here is a brief description of the daily workflow for a typical user session with the Proteus MMX Mobile application.

Work order information is entered into the Proteus database and assigned to a specific employee.

Field technicians launch the Proteus MMX Mobile application on their mobile device. From the Dashboard screen, technicians can view all assigned work orders by selecting Work Orders.

They review their assigned work orders and the list of parts required to ensure that they have everything they need before heading out. They can also view the various work order descriptions, task lists, and scheduled dates, as well as any special instructions in the work order notes such as whether they need to be at a job location at a specific time.

When their work is completed, the field personnel will enter the completion dates and the labor hours spent for each of the possible tasks on the work order. They can also record the quantities for any parts used and any other miscellaneous additional details and notes.

If there is a requirement to perform additional work not covered by the currently assigned list of work orders, field personnel can create new work orders on the spot while still in the field.

Since this is a real-time connection:

  • Work order information is updated immediately from the mobile device to the Proteus database for each work order after saving.
  • New or revised work order information is updated from the Proteus database to the mobile device.
  • Assets can be created and updated in real-time. 
  • Inventory/Stockroom Transactions are executed in real-time.

d. Technical Support

Any problems with either the software or the mobile device should be brought to the attention of your designated area supervisor or Database Administrator.

If you have a problem or question about any of the topics that are covered in the manufacturer's manual, contact the manufacturer or vendor of your device.

If you have a problem with the expected functioning of either the Proteus MMX Mobile application or the mobile device, contact your supervisor or designated Database Administrator. This manual provides a guide for what to expect during normal operation of the Proteus MMX Mobile application.

A good internet connection is required for Proteus MMX Mobile to function properly, either by WiFi or carrier data plan. 

2. Using Proteus MMX Mobile

The main functions of the Proteus MMX Mobile application are:

  1. Real-time viewing, editing, creating and searching assets.
  2. Real-time viewing, editing, creating and searching work orders.
  3. Real-time creation, searching, and editing of assets and work orders via a barcode reader.
  4. Receiving of items, either parts or assets, on purchase orders (requires additional purchasing functionality within Proteus MMX).

a. Logging In

You will normally receive the Proteus MMX Website URL from your Proteus MMX administrator. The ability to modify fields or create new entries is dependent on the user's rights applied by the Administrator in Proteus MMX.

b. Dashboard

The dashboard Welcome screen will be displayed.

The Dashboard screen will appear with the following categories.

c. Viewing Work Order on Mobile

Before work orders can be accessed on the Proteus MMX Mobile application, the work order MUST be assigned to an employee using the Proteus MMX system and the assigned employee must have rights as a Mobile user.

1. Add the Employee in Proteus MMX as a Mobile User along with additional access (check-offs) to Assets, Work Orders, Closed Work Orders, etc. as needed. 

2. Ensure that the mobile device user is assigned the work order by accessing the desired work order in Proteus MMX and selecting the employee from the Assigned-to drop-down list, or by assigning them to the tasks on the work order.

3. Select Work Orders from the menu. The work orders assigned to the employee whose Username and Password was used to log into the Proteus MMX Mobile application will be listed.

4. Select a work order from the list to display the Work Order Actions. Here the work order description and number are displayed.

Work Order Details - This allows the user to view the specific details of the work order.

Edit Work Order - This allows the user to edit the work order.

Tasks/Labor - This allows the user to view any tasks associated with the work order.

Parts - This allows the user to view any parts that have been assigned to the work order; the user can update the number of parts used in the work order.

Tools - This allows the user to close the current Work Order.

Close - This allows the user to close the current Work Order.

Attachments - This allows the user to view attachments associated with the work order such as schematic drawings, lock out / tag out procedures, equipment and part images, etc. 

d. Editing / Updating Work Orders

Nearly all fields within a work order can be edited and updated through the Proteus MMX Mobile application. The ability to edit these fields through the mobile application is defined by the Administrator. The user must be enabled as a Mobile User in Proteus MMX to access the application, with appropriate permissions and roles. Most categories allow for slide right advancement. 

1. To edit a work order, select the Work Order from the list. A screen like the following will appear displaying the Work Order Number, Assigned To, Target Asset, Type of Work Order, Activation Date, Cost Center, etc. 

2. To edit any of the fields, click on that field. This will display a screen like the following and allow the user to edit all fields. (Work Order Number is not an editable field). Maintenance Code, Priority, Work Order Requester, Misc. Labor Cost, Misc. Materials Cost, Shift, Status and Work Type fields can be edited by tapping the field.

3. Once editing is complete, the work order will be updated by selecting the Savebutton at the top right of the screen., or at the bottom of the form after scrolling past all of the fields. A confirmation message will then appear for acknowledgment. Tap OK.

Description - This will allow you to write a short description of the problem or the work to be done on the work order.

Required Date - Is the date that the work order is required to be performed by.

Work Started Date - Is the date that the work order is started.

Completion Date - The date the work order was completed.

Estimated Down-Time - Is the estimated time the target equipment will be down or out of service while the task(s) of the work order is executed.

Actual Downtime - Is the actual time the target equipment was down or out of service for this task.

Miscellaneous Labor Cost - Cost of Labor

Miscellaneous Materials Cost - Cost of Materials

Assign to Employee - Employee required to carry out the Work Order.

Requester - Person who initiated/created the Work Order.

Cost Center - Cost Center associated with the Work Order.

Facilities - Is the facility where the equipment is located.

Location - Is the location of the equipment. 

Asset System - Is the Asset System associated with the Work Order.

Asset - Is the asset associated with the Work Order.

Additional Details - This displays to the user any additional details the requester has written for the work order. 

e. Adding Tasks, Parts, Tools or Pictures to a Work Order

To add a Task to a Work Order, use the following steps:

1. From the Work Orders screen, select the desired work order.

2. The Work Order Details screen will appear. From this screen, the user can add Tasks/Labor, Parts, Tools and Attachments to the work order. To add a Task, click on Task/Labor.

3. The work order Task List will appear. This is the list of tasks currently assigned to the work order. If you need to add a task, in the upper right corner you will see 3 black dots, or a More option, click on that and then on Add Task.

4. Press the start button, perform the task, press the stop button, you may also enter time it took to perform the tasks, hit Complete and then Save. 

5. The list of available tasks will appear. Select the desired task to be added to the work order and click on Saveto update the Task List. 

To Add a Part to a Work Order, use the following steps:

1. From the Work Orders Details screen, select Parts.

The Scan button will search parts that are associated with this work order.

2. For stockroom parts, the available parts are listed. Select the desired part to add to the work order from the list. To add a new Part select Add Stockroom Parts, then proceed with adding the appropriate part information and Save.

3. The Part Details screen appears. Part quantities can be updated by tapping on the quantity fields, changing the quantity and then selecting Save.Enter the part quantity required. For stockroom parts, you should also enter the quantity allocated. For non-stockroom parts, you must specify the part name and part number. 

4. Confirm the change to the work order parts list.

To add a Tool to a Work Order, using the following steps:

1. From the Work Order Action screen, select Tools to display the tool list for the Work Order.

2. Then select Add Tool, tap on the upper right-hand corner for More or on the 3 black dots.

3. Add Tool Information.

To Add an Attachment to a Work Order, use the following steps:

1. From the Work Orders Actions screen, select Attachment. The dialog allows the user to add an existing picture from the device (Gallery) or take a new picture. To add an existing picture from the device, simply select Select Picture which opens the device Gallery by default. Select the image you wish to add and click Open. This will add the image as an attachment to the Work Order. To take a new picture, select the camera icon. 

2. The user can give the file a name or skip this. The device camera will launch allowing the user to take a picture. Once the picture is taken, click Apply ( or Cancel to retake the photo). The file will upload to the Work Order and become an attachment, and Save. 

f. Creating New Work Orders

1. From the Proteus MMX Mobile Dashboard screen, click on Work Order and then New. 

2. On the new Work Order, screen enter a Description, select a Target and a Required Date. These are the only fields required to create a new work order by default. Scroll down further to display more fields. 

3. Click on the Savebutton to generate the work order. A confirmation message will appear.

NOTE: The new work order will not show up in the work order list if the work order was unassigned or assigned to another user.

g. Close a Work Order 

1. To close Work Orders from the Details screen, right click on the Work Order and select Close Work Order.

2. Or, from within the Work Order, go to the upper-right corner and select Close Work Order. 

h. Viewing Closed Work Orders

1. To view closed Work Orders, from the Dashboard screen, select Closed Work Orders.

    • Select any work order field to type text into, and search to view its details or scan the appropriate barcode.

i. Inventory Transaction

1. The Inventory Transaction feature allows for adjustment of the on-hand quantity of stockroom part inventories. To access this feature from the Proteus MMX Mobile Barcode screen, select Inventory. This will list the Stockrooms and launch the barcode scanner option. Once the part number barcode is scanned or the part number is entered, the Stockroom(s) will be displayed. Select the appropriate stockroom from the list. 

2. Select the appropriate Part.

3. Enter the quantity of the transaction. Select Cost Center, enter the Unit Cost and Description if applicable, then click Save.A confirmation screen will display for acknowledgment. 

j. Service Requests

1. From the Proteus MMX Mobile Dashboard, screen click on Service Requests. 

This will list all Service Requests (based on Rights in Proteus MMX system set-up).

2. To Accept or Decline a Service Request, right click on that Service Request to display Accept or Decline. Or from within the Service Request, go to the upper-right corner to the 3-dot menu. 

3. To Create a Service Request, select the Create Service Request in the upper-right corner of the screen. Enter all information for the Service Request. Select Save.  

4. To modify a Service Request, select the service request and tap in the field to edit and enter the appropriate updates. Select Save. 

k. Assets

1. From the Proteus MMX Mobile Dashboard, screen click on Assets. This will provide a list of Assets. In the search box, you can type the Asset name, Asset Tag or Asset Number. 

2. Select an Asset to view the asset details.

    • Scroll down in Details screen to view additional details.

3. From this view, a New Work Order can be created for the selected Asset. Click on Create Work Order and follow the Creating New Work Orders steps. 

l. Editing Assets

1. From the Asset Detail screen; the Asset screen will be displayed. Ther ability to Edit an Asset will be dependent on the user's rights applied by the Administrator in Proteus MMX.

2. Once editing is complete, click on the Save button (at the bottom) to update the Assets with the changes. 

m. Creating Assets

Proteus MMX Mobile provides functionality that allows a user to Create an Asset (based on Rights in Proteus MMX system set-up).

1. From the Dashboard screen, select Assets.

2. Scan the Asset to see if it is in the system if it is not, the user will receive this message:

3. Select Yes, and enter the new Asset information. Select Save. 

3. Introduction to Proteus MMX Mobile Barcode Module

a. Overview

The Proteus MMX Mobile Barcode Module increases the functionality of Proteus MMX Mobile by allowing an employee to Search Assets, Create Assets or Search Work Orders by Asset by scanning barcode information.

4. Using Proteus MMX Mobile Barcode

a. Search Assets

1. From the Proteus MMX Mobile Dashboard screen, select Search / Scan Barcode. The following screen will appear with a list of groups of Barcodes to search within.

2. Select Search Assets. This will launch the barcode scanner. Once the barcode is scanned, the number appears in the display. Select Done to complete the action.

3. If the assets exist in the database, it will be displayed as follows. The details of the asset can now be displayed by selecting the asset from the list.

4. If the asset does not exist in the database, a message will appear as follows:

b. Search Work Order by Asset

1. From the Proteus MMX Mobile Barcode screen, click on Search Work Order by Asset.This will launch the barcode scanner. Once the barcode is scanned, the Work Order number(s) are displayed.

2. All active work order for the Asset that is assigned to the current mobile user will display. The work order can then be selected from the list.

3. If there are no active work orders for the Asset assigned to the current mobile user, a message will appear, and you have the option to create one or back out.

c. Search Work Order by Location

1. From the Proteus MMX Mobile Barcode screen, click on Search Work Orders by Location. This will launch the barcode scanner. Once the barcode is scanned or the location is typed in, the associated Work Order number(s) appear in the display.

d. Search Location

1. From the Proteus MMX Mobile Barcode screen, click on Search Location. This will launch the barcode scanner. Once the barcode is scanned or the location is typed in, the associate's locations are displayed.

e. Quick Add Part to Work Order

1. From the Proteus MMX Mobile Barcode screen, click on Quick Add Part to Work Order. Launch the barcode scanner to scan a work order number, stockroom part or part. Once the barcode is scanned the quantity can be typed in, and Complete. 

f. Receiving

Proteus MMX Mobile provides functionality that allows a user to receive parts and assets from a Purchase Order. 

1. From the Dashboard screen, select Receiving. This will display all open Purchase Order. Select the appropriate purchase order to receive. 

2. The details of the Purchase Order will be displayed including Stockroom / Non-Stockroom Part and Assets listed on the PO. Selecting Scan Barcode allows the receiver to receive in PO Parts using the barcode scanner.

3. Select parts to be received. Enter Invoice Number and Packing Slip Number if applicable, and select a Receiver. Click on Save then select Receive. 

4. Enter in quantity received and click Save.

5. Introduction to Proteus MMX Mobile Inspection Module

a. Overview

The Proteus MMX Mobile Inspection/Calibration function is an easy tool to create inspections of equipment within Proteus MMX. While performing inspections, users can enter reports on their findings using their tablets or mobile phones.

6. Using Proteus MMX Mobile Inspection Module

a. Adding Inspection from Inspection Web

1. Add inspection from Inspection Web (Admin Console)

a. Enter the following URL:

proteusmmx.com/mmx37/inspection/

b. Click New to create inspection.

c. Select Inspection Type (Single or Group Service).

d. After you have selected the Inspection Type, click Add to add inspections/questions. 

e. After you have added all necessary inspections/questions, select a Response Type from the Response drop-down menu. 

NOTE: The YES/NO response has been updated to display YES / NO / N/A.

YES, could be either positive or negative, if YES is positive, then it's Pass and Fail for negative. 

As the user selects Pass / Fail for YES, NO would be Fail / Pass automatically

f. After selecting the Response Type, check the box below the Response drop-down. This checkbox is for Mobile Signature. If the checkbox is not checked, then the user wouldn't get the signature option.

g. Click on Edit to create an inspection and view it.

h. If the user selects Group Service from the Inspection Type drop-down, then he or she must fill in the Section Name. Click Finish after completing the inspection.

b. Deleting & Modifying Inspection Records

1. The user is given the ability to delete or modify inspection in the Inspections Navigator.

For Single Type Inspection:

For Group Type Inspection:

c. Adding Questions to Group Inspection Type

1. When the user clicks on the plus-sign (+)  to the right of Question 1, a new question field will populate below it. 

2. Multiple Choice responses have Copy icon. By clicking this icon, the user can make a copy of the question.

d. Adding Additional Information to Inspection Record

Enhancements such as Inspection Start Date, Inspection Completion Date, Manual Timer, Labor Craft Code, and Estimated Hours are all additional information fields available to the user.

1. In the Edit view of an active work order, click the INSP/Cal tab (to the right of Tasks and Labor tab, and right of the Parts tab).

2. For the Response, the user must fill out the field based on the Inspection Type. 

EXAMPLE: Pass / Fail, Yes / No / N/A, Range, Count, etc.

3. The user may manually enter the time or they can click the Start Timer, and the INSP/Cal timer will start. As the user clicks the Stop Timer, the INSP/Cal timer will be displayed, as well as the current date. However, the information is not saved yet.

As the user clicks Save or Save INSP/Cal,the INSP/Cal Timer will be added in the Total INSP/Cal Time field. 

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