System configuration is the first step in any maintenance management software. This first step is very important, as you will set basic rules that will follow the organization for many years, so you should make wise decisions.
ManWinWin Express already includes a simple pre-configuration that you can use as a guideline, but some adjustments to your specific case are required.

In this video we will focus only on the configuration required in ManWinWin to record the maintenance items/assets to be maintained.

Company – Functional Organization
Functional Organization is like an X-ray of your plant where you see all the systems inside it and the equipment that contribute to the performance of each function – forklifts, cranes & suspensions, electrical workshop, etc… Coordinating your equipment into systems enables you to analyze them individually and diagnose problems that may affect the overall performance of a specific system. Functional Organization gives you a detailed description of your plant in an engineering point of view.

Company – Cost Centers
Maintenance information is expressed in a financial point of view through Cost Centers. A concise and convenient way for Financial Departments to analyze maintenance. You may typically consider each plant a cost center, within which you will have sub-cost centers.

Company – Clients
Setting up and recording clients only makes sense for maintenance service providers that wish to manage their clients’ maintenance with ManWinWin.

Plant – Item types
Setting up your plant’s Item/Asset Types means creating a consistent coding system for your maintenance items. With a simple and suggestive two-letter system, you may establish, for example, PU = PUMP, PP = Piping, etc…
Each Item Type has a technical datasheet which you can customize. You have up to 40 technical particulars with which you can characterize the item and then use for search filters or cross analysis.

After this initial configuration, the implementation starts with recording the necessary information to start managing maintenance, which is basically recording maintenance items/assets records: decide which Items/Assets you will maintain, record them in ManWinWin, create their preventive maintenance plans and schedule the first set of work orders (WO).

A maintenance Item/Asset does not necessarily have to have a preventive maintenance plan. You can record Items/Assets without creating a preventive maintenance plan for them, they will just be part of your Asset Inventory for searching purposes and to keep track of individual corrective maintenance carried out on them, if necessary.

When recording a maintenance item/asset, it is mandatory to create a code for the item/asset and to coordinate it in a cost center (or client) and in the functional organization.


Configuration of the system must be seen as the foundations of a building. This stage requires some time and thought.

Tree structures (Ex: Cost centers, staff organization, etc…) should not have too many levels. Keep it simple and friendly for all users in your organization.

Before defining any coding system, always bear in mind an upper limit and, according to that upper limit, start your codes with zeros on the left. Example: if you have up to 1000 suppliers, start with Supplier nr. 0001, nr. 0002, … , nr. 0345, and so on.