Introduction

This guide will cover the interaction for an Admin User with the Hippo database.

Definitions

Admin User: a user of Hippo that has top-level permissions to the system.

The guide will cover the following topics:

  1. How to Log in to Hippo

  2. Basic Navigation in the system

  3. How to Add a User

  4. How to Submit a Work Order

  5. How to Find and Complete a Work Order

  6. How to Update Equipment

  7. How to Update Scheduled Work Orders

  8. How to Run Reports

Instructions

  1. How to Log into Hippo

a. To log into the Hippo system, a User must have the following requirements:

  • Internet Connection

  • Internet Explorer, Mozilla Firefox, Chrome, Microsoft Edge, Safari, or Opera as the browser

b. To log in, a User must access the login page. There are 2 login pages. One is Canadian and the other is American

Some Canadian clients Login Page: v6.hippocmms.ca

Some Canadian, USA, or In't Login Page: v6.hippocmms.com

c. The next step in logging into the Hippo system is to enter in the User’s login credentials.

  • User ID: A User ID is specific to the user and will be handed to the User by the System Admin at the User’s organization.

  • Password: Default password is password.

Note: The User ID is not case sensitive but the password is. The User can also check the “Remember me for this computer” to store this information in the User’s browser.

d. Once a User has logged in, the User can change his/her password by accessing the Support and Feedback menu, and clicking on the “Change Password” link. Once a User has clicked “Change Password, he/she will be prompted to enter a Current Password and New Password. A Password” must be 6 characters in length. A User can use numbers, letters, and any special character; just ensure it is at least 6 characters long.

2. Basic Navigation in the System

a.When a User first logs into the Hippo system, the first page presented is called the Enterprise page. The enterprise page gives the User access to all the User’s facilities.

  • HipPro Users (Standard Dashboard): Click on the name of the facility in the list or the summary box on the right to enter a facility.

  • HipPro+ Users (Advanced Dashboard): Click on the facility dots plotted on the enterprise screen or the facility summary boxes on right to enter a facility.

b. The Facility Admin panel at the facility level contains all the information for a facility. To check if the User is at the facility level, the Facility Name will appear in the top left corner of the screen after the Enterprise Name.

c. Click on the “Facility Admin” panel to see the data stored for a facility. If the User clicks on Locations, the Locations grid will open and it will show the User all the locations stored in a facility. Click on “Equipment” to see a list of all your assets for a facility. Use the Close control button “X” to exit from any grid.

d. Click on “Enterprise” in the breadcrumb trail in the top left corner to go back to the enterprise level.

3. How to Add a User

a. Click on the “Enterprise Admin” panel located on the left side of the screen and then click on “Users” to open the Users grid.

b. Click on the New (+) icon located in the top right corner and a New User pop-up window will appear.

c. The fields outlined in red are mandatory. Click in the “First Name” field and type in the first name of the User and the last name field to enter the last name of the User.

d. Click in the “User ID” field to create a User ID. This is needed when the User logs into the Hippo system. We recommend that the User ID be the combination of the first letter of the User’s first name and last name.

e. Click in the email field and add the address to this User, if they are to receive email notifications. Any other field on this form is optional.

f. Hit the Save button once complete. This will then open the User’s Edit Permissions form.

g. The next step is to apply permissions to this User. It is important to note that there are 3 pages to the Edit Permission form: Enterprise Admin, Facility (Admin), and Facility (General).

  • Enterprise Admin: Permissions on the Enterprise Admin page are more top-level permissions to the Hippo database. The permissions the User will see here are related to the panels seen under the Enterprise Admin panel. Typically, only a handful of Users at each organization have Enterprise Level permissions. The general permissions such as “Mobile Enabled”, “Requester History”, “Web Requester” and “Transfer and Receive Equipment” are also applied under the Enterprise Admin tab.

  • Facility Admin: The permissions on the facility admin page apply to the panels the User will see under the Facility Admin panel. This determines what the User will be able to View, Add, Edit, or Delete on the corresponding panels. The first step is to associate the user with facility(s) by checking off the name of the facility(s) on the left in the Facilities list. The second step is to apply the permissions for that facility as required. The User can use the “All” button to apply for permissions throughout a row or the User can check off one box at a time.

  • Facility General: This is the page where the system administrator will apply permissions for most Users. This page is divided into 5 Subcategories: General, Work Orders, Resources, Reports, Receive Email Notifications For, and Mandatory Fields. “Enable Login” must be checked off for every User so that they will be able to login to the database; other permissions can be applied as required.

h. Once customized permissions have been customized for a User, click the “Save” button at the bottom of the Edit Permission form.

i. Click in the “Password” field to create a password for the User. If you do not click in the password field, the default password is “password”.

4. How to Submit a Work Order

Click on the “Submit Work Order” form located in the top left corner of the screen to submit a work order. The Submit Work Order form will open.

a. The required fields are outlined in red on the work order form. These fields must be filled in before Users are able to submit the work order. The following fields are required:

  • Work Order Name: Name the work order. We usually recommend the following format: Location or Equipment or Vehicle + Issue.

For example: ER Blood Pressure Machine Not Charging

Women’s Restroom Light Bulb Burnt Out

  • Type: The work order type selected from this Type dropdown will determine whether a User can associate a Location, piece of Equipment, or a Vehicle to the work order. If the work order requires a service to be done to a location, the User should select location as the type. If the work order requires a service to be done to a piece of equipment, the User should select Equipment as the type and type Vehicle for work order to be submitted for a vehicle.

  • Location, Equipment or Vehicle: Depending on what type the User selected, he/she will have different options available to assist in finding the location, equipment or vehicle you are looking for.

  • If a User selected Location, the “Find Location By Floor Plan” drop-down filter or “Find Location By Keyword” field can be used to find the location he/she is looking for.

  • If a User selected “Equipment”, he/she can find the equipment by Floor Plan, Model Type, or Asset ID.

  • If a User selected “Vehicle”, he/she can find the vehicle by clicking on the vehicle drop-down menu.

  • Once a User has selected filters, click on the Location, Equipment or Vehicle drop-down menu and then click on the item you are looking for. Once it has been added, it will appear in the box below.

  • Description: The description field is where the User describes what the issue is in detail. Be as detailed as possible so that less communication is required by any other means.

b. Once a User has filled out all the required fields, the “Submit” button will enable and the work order can be submitted.

c. A User can also fill out the other optional fields on the work order form as needed.

5. How to Find and Complete a Work Order

There is a number of places the User can view existing work orders:

  1. Advanced Dashboard

  2. Standard Dashboard

  3. Calendar Dashboard

  4. Work Order Search

  5. Find Work Order by ID

5.1 Advanced Dashboard

A work order can be located at the Facility Level using the Advanced Dashboard. The User must confirm that he/she is at the facility level by checking the top left corner for the Facility Name. A User can locate your Work Orders to the right of the Facility Screen. Click “Demand” or “PM”, and each panel will open showing a list of Work Orders. Click on the name of the Work Order and the user’s Work Order is now open.

Also from the Advanced Dashboard, click on the “Floor Plan” link on the Facility Screen. Once on the Floor Plan, click on any “Equipment” or “Location” icon. A new window will appear containing information related to that icon. Then, click on the “Work Order ID #”. The work order is now open.

5.2 Standard Dashboard

A work order can be located at the Facility Level of the Standard Dashboard. If the User is at Enterprise Screen after login, click on the name of a facility. To confirm that the User is at the facility screen, the facility name will appear in the top left corner of the screen after the Enterprise Name. All the work orders will be listed in list format in the middle of the screen. Click once on the desired work order to open the work order.

5.3 Calendar Dashboard

A work order can be located at the Facility Level of the Calendar Dashboard. Again, the User should confirm that he/she is at the Facility level by checking the top left corner for the Facility name. On the calendar, the User can hover the cursor directly over the name of the Work Order. A small window will appear containing the details of the work order. Click once on the name of the Work Order to open it.

5.4 Work Order Search

Work Order Search is used to find specific Work Orders. Work Order Search can be used at the Enterprise or Facility levels. If the User uses the Work Order Search at the Enterprise Level, it will allow him/her to search for Work Orders throughout all facilities. If the User uses the Work Order Search at the Facility level, Work orders in that specific facility can be searched. There are several boxes and details the User can select.

The User can click in the box next to a detailed name to filter through what they are specifically searching for. If you do not have any checks next to any details in a particular box, then the system will include all the details in your results. Basically, the more checks you have, the greater the details of your search. Once done, click on the Search button and the results will appear on the bottom half of the screen.

5.5 Find Work Order by ID

A User can also find the work orders by using the “Find Work Order By ID” Search. This search field is visible at both the Enterprise and Facility Levels. The User can make use of it if he/she already knows the Work Order ID number of the work order being sought. Simply type the work order “ID number” in the Search field found in the top left corner of the screen. Then click on the Search icon.

) and the work order will pop up.

5.6 Close a Work Order

a. A User can search and locate the work order he/she wishes to close. Click in the “Status” field located in the top right corner of the work order form and change the status to Completed.

b. The second step is to log in hours for resources if any resources are assigned to the work order. Click on the “Edit” button in the resources field and the Resources window will pop up. A User can then enter the number of hours spent on this work order in Regular Hours field. The User can directly type in the number of hours or you can use the arrows to go up and down. Time is entered in decimal format. For example, .25 is equal to 15 minutes, .5 is equal to half an hour and 1 is equal to 1 hour. The User can click in the “Overtime Hours” field to log in overtime hours. Once the overtime hours have been entered, click “OK”.

c. If the “Save” button at the bottom of the work order form is greyed out, hove the cursor over the button. It will indicate what fields must be entered to close the Work Order.

d. If this work order is a PM, a task list may be included. The User must mark all tasks complete to be able to close a work order. If all tasks are not marked complete, the “Comments” field becomes mandatory. The user must indicate the reason for not completing all tasks in the comments field.

e. Click the “Save” button and the work order will be closed.

6. How to Update Equipment

View/Add/Edit/Delete Equipment

A User can add, edit and delete equipment from the Equipment grid. The User can access the Equipment grid via the Facility Admin panel. Click on Facility Admin and then click on Equipment to view the grid.

Adding Equipment

To add Equipment, access the Facility Admin panel and open the Equipment grid.

6.1 Click on the New icon (+) located in the top right corner and a new pop-up window will appear.

6.2 The mandatory fields for entering equipment are as follows:

  • Name – Click in the “Name” field to enter the name of the piece of equipment. Please note that all equipment names must be unique per facility.

  • Model – Click in the “Model” field to select a model name from the drop-down list. To enter a new model name, go to the Equipment Models grid under the Facility Admin panel.

  • Click in the “Floor Plan” field to associate a piece of equipment to its exact location on the floor plan. Once you chose the floor plan and the location in the pop window, any other field is optional to enter. If complete, click Save. Use the edit button next to the equipment name to edit or add more info to this equipment.

Optional fields include:

  • The downtime Status column shows the Downtime Status for a piece of equipment.

  • Click in the “Life Expectancy” field to enter Life Expectancy for a piece of equipment. A user can enter Years and Months manually or you can use up and down arrows.

  • Click in the “Purchase Cost” field to enter Purchase Cost for a piece of equipment.

  • Click in the “Salvage Value” field to enter Salvage Value for a piece of equipment.

  • Click in the “Replacement Cost” field to enter Replacement Cost for a piece of equipment.

  • Scancode: Click in the “Scancode” field to manually add your pre-existing barcode, or generate a new one.

  • Last Downloaded By column tells you the name of the last person to download the barcode.

  • The Last Downloaded Date column tells you the date the barcode was downloaded the last time.

6.3 Editing Equipment

a. To edit an existing piece of equipment, access the Equipment grid via the Facility Admin Panel and locate the piece of equipment you wish to edit.

b. Next, locate the column that contains the data the user wishes to edit. For example, if the user is updating the Description, click on the “Description” field. Type directly into the field to change the text.

c. Once you are done editing, click on the “Save” button in the top left corner.

6.4 Deleting Equipment

a. To delete an existing piece of equipment, access the Equipment grid via the Facility Admin Panel and locate the piece of equipment you wish to delete.

b. Next, select the piece of equipment you wish to delete. It will highlight a light blue color throughout the row. Once it is selected, click on the “Delete” button in the top left corner and then click “Save”.

7. How to Update Scheduled Work Orders

A User can Add, Edit, Delete Scheduled Work Orders from the Scheduled Work Order grid. The User can access the Scheduled Work Order via the Facility Admin panel.

Creating a Scheduled Work Order

7.1 Click on the Scheduled Work Order panel in Facility Admin, to access the grid.

7.2 Click on the “New” control button in the top right corner. The User may see a new window requesting to “Create a Scheduled Work Order from Scratch or From Template”. If the User does not have any templates, this window will not appear. If this window appears, choose the desired option and click “OK”. An empty data field will appear at the top of the grid.

Note: These fields are mandatory: Name, Schedule Category, Type, Associations, and Description, and Work Category. Once you have entered the information in this field, hit the Save icon in the top right corner to keep your data entry. When you scroll to the right of this grid, any other column on this grid is optional.

7.3 Click in the “Name” field to name your new PM. We suggest that a User names the new PM based on what needs to be done and when. For example, “A/C Unit Maintenance-Monthly.”

7.4 For Schedule Category, click in the drop-down menu and choose Calendar or Meter. Select Calendar if your PM should generate based on a calendar date. For example, this will allow you to generate your PM daily, weekly, monthly, annually, etc. Select Meter in the Schedule Category if your PM is based on a meter reading. How to create Meter Based Scheduled Work Orders (Meter Based PMs) is discussed in the manual titled Preventative Maintenance – Meter Based.

7.5 For Type, click in the drop-down menu and choose either Equipment, Location, and Vehicle.

7.6 For Association, click in the drop-down menu and choose the association.

  • If Equipment for Type has been selected, this drop-down menu will show the Equipment list.

  • If Location for Type has been selected, this drop-down menu will show the Location list

  • If Vehicle, has been selected for Type, this drop-down menu will show the Vehicle list.

You may select one or multiple associations to your PM.

7.7 Click in the Description field, and type in a description of your preventative maintenance procedure. For example, “Pump Maintenance” could have a description of “Perform Maintenance for Pump”.

7.8 Finally, click in the Work Category field and select one from the dropdown.

7.9 After all mandatory fields have been filled in, click the “Save” control button located in the top right corner of the screen. This will save the PM details.

7.10 You can now scroll to the right of this grid and fill in any other option field.

For example: Sub Category is associated with a Work Category. Typically, work categories are generic, umbrella terms, so a subcategory allows you to make them more specific. For example, a Work Category of HVAC may have a subcategory of Winter or Summer. Click in the Sub-Category drop-down menu and select the Category you feel best fits the PM.

**To Schedule the Work Order (to generate the ticket)

7.11 Click in the Schedule field. A pop-up will appear. Click “Add” to create a new scheduled date.

7.12 A new Edit Schedule window will appear where you will filter through the scheduling date to generate this PM.

Click on the Validate button, to view the expected generation dates.

7.13 When you are happy with the selected date, hit the Validate button and OK button at the bottom of the form.

7.14 Days to Complete: Enter a value into this field to indicate the number of days required to complete the PM, before it becomes overdue. Remember, overdue PM’s will be color-coded red when they become overdue.

7.15 Resources: If a User wishes to add a Resource associated with this PM each time the PM generates, use the Resource field. To add a Resource, click on the field to open a new window. Choose a Resource from the first drop-down menu. The User can add more than one resource to a PM. Use the delete icon to remove the Resource from the PM. Once the selection has been made, click on “Apply” to return to the Scheduled Work Orders grid. Or, click on “Cancel” to remove changes.

7.16 Documents: If a User wishes to add a Document to the PM, use the Documents field. These documents are stored under Facility Admin > Documents. To add a document, click on the field to open a new window. Choose a document from the first drop-down menu. The User can add more than one document to a PM. Use the delete icon to remove the document from the PM. Once the selection has been made, click on “Apply” to return to the Scheduled Work Orders grid. Or, click on “Cancel” to remove changes.

7.17 Lockout Procedures: Use this field to add a Lockout Procedure to the PM. Click in the field to type. Once all desired details have been added, click on “Enter” on the keyboard.

7.18 Job Hazard: Use this field to add a description of any Job Hazards for the PM. Click in the field to type. Once all desired details have been added, click on “Enter” on the keyboard.

7.19 Estimated Effort (Minutes): Use this field to estimate how long this PM will take to complete in minutes. For example, type in 60 if your PM will take approximately 60 minutes to complete. Click in the field to type. Once a value has been added, click on “Enter” on the keyboard.

7.20 Estimated Cost: Add an estimated cost to the PM. Click in the field to type. Once a value has been entered, click on “Enter” on the keyboard.

7.21 Floating: Floating is an option that can be enabled to prevent PMs from generating if the previous PM has not been completed.

For example, a PM is scheduled to generate every first Monday of the month, meaning there is a PM for January to December. If floating is enabled and January’s PM has not been completed, the PM for February will not generate. Simply, it is a way to prevent PM’s from piling up.

Make sure there is a checkmark in the box to enable Floating.

7.22 Generate Multiple: If multiple associations (Equipment, Vehicle, Type) with this PM have been selected, a separate Work Order will generate for each association.

For example, a PM has 3 pieces of equipment associated: light 1, light 2, and light 3. If Generate Multiple is selected, the user will have a Work Order generate for each piece of equipment.

Make sure there is a checkmark in the box to enable Generate Multiple.

7.23 Company: Use this field to add a Company to the PM. Click in the field and select the Company from the drop-down menu. These companies are stored in Facility Admin > Companies.

7.24 Contact Information: Click in the field to type in the contact information of the company.

7.25 Contacts: If the user has added a Contact to the PM, use the Contacts field. Contacts are stored under Facility Admin > Contacts. To add a contact, click on the field to open a new window. Choose a contact from the first drop-down menu. The user can add more than one contact to a PM. Use the delete icon to remove the contact from the PM. Once a selection has been made, click on “Apply” to return to the Scheduled Work Orders grid. Or, click on “Cancel” to remove your changes.

Note: The last two columns on the Scheduled Work Grid are:

Last Generated Scheduled Date: Indicates the last time the PM generated.

Next Scheduled Date: Indicates when the PM will generate next.

Note: Always remember to click on the “Save” control button located in the top right corner of the screen after you add, edit, or delete anything on the grid.

Note: A PM will only be visible, on the Advanced or Standard Dashboard, on its scheduled date. The Calendar Dashboard will allow the User to view PMs that are scheduled in the future.

A user can also delete a PM from this grid. Click on the checkmark beside the name of the PM. Then, click on the “Delete” button in the top right corner of the grid.

The User must then click on the Save icon in the top right corner, to the right of the Delete icon.

To exit the Scheduled Work Orders grid and return to the Facility Screen, click on the “Exit” button in the top right corner of the grid.

8. How to Run Reports

Reports can be run from the Enterprise Level or Facility Level and can be based on Current Work Orders, Maintenance History, Inventory, or Depreciation. The following will guide you on how to run a Report for a Current Work Order. The steps to locate the report and filtering options will apply to any report type.

A User can run a report on Current Work Orders at the Enterprise Level or Facility Level. When a User runs a report from the enterprise level, he/she can report on all facilities at once. When a User runs a report from the facility level, he/she will only report on data from that facility.

Enterprise Reports allow a User to compare data from one facility to another whereas Facility level reports give a User a more detailed report for one facility.

8.1 To run a report, access the Reports panel at Enterprise Level or Facility Level and click on the “Current Work Orders” tab. If the report is run at the facility level, a User can filter through floor plans and locations whereas the report at Enterprise Level will provide information per facility.

8.2 Apply the filters on the report as required.

a.To see summary and status graphs on a report, check off Show Graphs.

b.Select Summary or Details from the dropdown or choose “All” to see both summaries as well as details in the report.

c.Click in the dropdown menu of Work Order Type to select Equipment, Location, or Vehicle or select “All” to see a report on the work order for all three types.

d. Click in the Demand/PM dropdown menu to filter through Demands or PM’s or select “All” to see a report on both PM’s and Demand Work Orders.

e. Check off the boxes in the other fields to apply filters as required.

f. If nothing is selected in the filter boxes, the report will automatically select everything.

g. Make use of the Due Date Range and Generated Range field to filter a report through a certain time period.

8.3 Once all the filters have been applied, click on the “Generate Report” icon located in the top right corner and a report will pop up in the new window.

Note: Please ensure that pop-ups are not blocked for the Hippo website.

a. If “Show Graphs” is checked off, a User will see the graphs at the top of the generated report. The graphs give a summary of the status of work orders as well as costs.

b. The next field on the generated report provides details of the work orders. A User can use the Search Bar on the generated report to look for specific data.

c. The last field on the report will give a summary of the status of work orders and costs in tabular form.

8.4 A User can export the tables from a report into CSV, Excel, and PDF format by making use of the buttons located at the bottom of each table.

a. A User can also print the report by making use of the “Print” button located at the bottom of each table.

8.5 If a User wishes to regularly run a report, it can be set up to be emailed to him/her on regular basis. Apply all the required filters and click on the “+” icon located in the top right corner. Give this report a Name and click on “OK”.

8.6 Once “OK” is clicked, the report will show up at the top of the screen. Click on “Schedule” to set up the schedule for the report. A User can set up a Weekly or Monthly Schedule.

8.7 Add the email addresses of the people a report should be sent to.

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