FAQ - CiMAS Auditing and Contract Management Tool

CiMAS - FAQ

The majority of queries we receive from users ultimately relate to the PDA and how to get it working. The following responses to frequently asked questions (FAQ) are not exhaustive and are provided to answers queries that arise from time to time. The most helpful suggestion we can give is for the user/operator to have a good working knowledge of their PDA. Most of the information needed is contained in the user manual for the specific device.

Q1: Operating Platform - CiMAS only operates on Microsoft Windows Mobile, Version 4 onward. Your device must have this software to operate the system and your SIM card must be GPRS enabled.

Q2: What happens if my battery goes flat? - any information that was not part of the operating system loaded on the PDA by the manufacturer will be lost if the battery is allowed to go flat. To ensure that and information you add to your device including the CiMAS cab file that runs the CiMAS system are not lost should the battery be allowed to go flat we recommend that you install a memory card that will hold all information apart from the operating system. The memory card will hold the information in the event of power loss. To re store the CiMAS Cab File just tap on it and it will reinstall automatically, just follow the prompts and restore it to the PDA. Just a word of advice, if you use you PDA a lot carry a spare battery.

Q3: Must I have GPRS enabled? - While CiMAS can operate in a docked mode it is recommended that the system is GPRS enabled to ensure all information is uploaded at the time of completion to avoid possible data loss. Also this ensures that the accurate time the data was captured is recorded.

Q4: How do I get my GPRS enabled? - The GPRS is a feature that most service providers offer to get this feature enabled is just a matter of contacting your service provider and requesting it be enabled.

Q5: I have GPRS connectivity but still cannot connect? - Generally the reason is that the system has not been configured for the GPRS. Some devices come with Auto Config options, if this is the case select this option in Programs and follow the prompts. Should your device not have this option you will need to speak with your service provider to assist you to set up the configuration. Note - be sure to record the configuration information as you may need it if the system is allowed to go flat.

Q6: Is my password case sensitive? - No, but it must be accurate.

Q7: Can others access my data on the Server? - No, your access code and password are unique only you or a user within your organisation with administrator status can access the data you capture.

Q8: Can others who use the same PDA see the forms that are specific for me? - No, only the information you download to the PDA is available to you; likewise you can't see the forms or information of other users.

Q9: I can log on but there are no forms how do I get them to download? - At the bottom of the screen to the right you will see the word Option, tap on it and the Download option will appear, tap on it and the system will first ensure that your GPRTS in enabled, if not it will switch it on, and then it will proceed to search for the forms that are available to you. When the forms are presented choose the ones that you need now and they will be downloaded. If you have a lot of forms it is not advisable to download them all at the same time. Once the form has been downloaded it will reside on your PDA in your library and will only be accessible to you the next time you log on to the PDA.

Q10: when I select a form what do I put in the Unit/ID location box? - Depending on the form that you have downloaded you have the option to do all the sections of the form or a particular section, or alternatively you may want to indicate where you are, IE building 123 level 5 for instance, that information should be input in the box, then choose the Display option which will appear and begin the data capture/audit process.

Q11: When I've complete a section and move onto the next can I go back to the previous section and will my previous responses still be there? - Yes you can switch between sections and the data entered will still be there.

Q12: I see the question presented what do I do to change them? - The questions that are presented have been created for you or your company by the person who set up the system. To make changes contact your administrator who can authorise CiMAS to make changes.

Q13: Can I have the choice to enter random data, i.e. quantities, rather than choose from the options presented? - Yes you can enter random data but first you will need to speak with your administrator to organise to have that option included.

Q14: Can I enter comments to the questions and how do I go about that? - To the right of the question box alongside each question or task is a small Page Icon, an option which allows the user to access a new screen and make comments relating to a task or item. This screen allows you to enter free text or in some instances if the option is available there is an option to choose responses from as drop screen. To choose this option tap on the small Page Icon to the right of the task group, a screen will appear and the keyboard will pop up. Enter the details via the keyboard.

To exit the screen upon completion of the comment, choose OK in the top right corner of the screen. If text is entered for a task/item/question, the small page icon next to the item will be coloured green. These comments will be available to view along with the data captured on CiMAS Reports Web Page.

Q15: What should I do when I've completed the data capture process? - when you have completed the process tap OK at the top right of the screen, this will display the Audit option in the right bottom of the screen, tap on this option and another screen will appear with the options to Abandon, Save or Submit, if you don't wish to keep the data choose Abandon, if you are in the middle of the data capture process and wish to save the data to return to it, choose Save, If you have completed the process and wish to upload the data choose Submit, this will automatically upload the data via GPRS, should you not be in range it will do it as soon as you are.

Q16: How do I shut down the Program on my PDA? - once you have completed the Submit process (Q:15) tap on the OK button at the top right of the screen then in the bottom left of the screen a pop up screen will appear displaying Shutdown Tap on this and the application will close.

Q17: My screen keeps shutting down during use? - This is a power saving feature that reduces power drain even if the PDA shuts off the data will not be lost, simple tap on the CiMAS icon and the system will reappear.

Sample of Industry Applications

1. Real Estate 2. Hospitals/Aged Care 3. Facilities Management 4. Cleaning 5. Utilities 6. Building 7. Mining 8. Maintenance 9. Security 10. Manufacturing 11. Services 12. Marketing 13. Production 14. Schools/Colleges/UniversitiesHospitality 15. Institutions 16. Retail 17. Catering 18. Transportation

Sample of Process Applications

1. HACCP Compliance 2. Quality Assurance 3. Contractual Compliance 4. Stock control 5. Maintenance reports 6. Risk management 7. Asset Management 8. Property Management 9. OH&S 10. Building Condition Assessments 11. Compliance management 12. Market Research 13. Work Processes 14. Quality Control 15. Inspections 16. Inventory Audit 17. Benchmarking 18. Auditing 19. Ordering 20. Rostering 21. Time Sheets 22. Surveys 23. Check list 24. Data entry 25. Task schedules 26. Monitoring

Sample of Clients

Entertainment Our client one of Victoria's largest Art's venues utilises CIMAS to carry out inspections and monitor service delivery of their food and beverage service contractors.

Hospitality Our client operates one of Austraila's best know resort casino's. Until they implemented CIMAS their QA and performance auditing was carried out utilising pen and paper. CIMAS has allowed our client to significantly reduce double handling of paper and make the data available to key personnel in real Time.

Tranportation Our client operates a rapidly growing state Airport facility servicing the needs of hundreds of thousands of inbound and outbount customers a year. Managing contractual compliance is an onerous and growing task. Our client chose CIMAS because of its flexibility to meet their current audit and inspection needs and also for its scalability to meet their future needs.

Public Utilities Our client manages the water supply for the largest state in Australia with a property portfolio spead across the state. CiMAS has allowed their property department to monitor contractual compliance and achieve consistent performance outcomes.

Industrial Our client operates one of the largest fertiliser manufacturing operations in Australia spread over 100 hectares in Kwinana Western Australia. The process has allowed our client to monitor performance and generate reports for management to view via the web.

Education Our client operates one of the largest Universities in Australia comprising multiple campuses with over 130 individual buildings. The use of CiMAS allows their teams to carry out daily inspection and generate correction reports which are automatically generated and emailed to the contractor.

Local Government Our client is one of the fastest growing councils in Victoria. To implement a more accountable contract management process the council engaged the services of CiMAS Technologies to design a system that would allow site managers and service contractors to communicate in "Real Time" to monitor service delivery and manage their day to day needs. The outcome was higher standards and better value for money.

Service Contractor Our client provides facility service to a wide range of customers including some of Victoria's premier entertainment venues. They utilise CIMAS to monitor their service delivery and provide a transparent quality process to their clients. The process has significantly increased their productivity and made vital data available to their key operations departments.