Define your organization’s assets as equipment.
The installation parameter ASSETASS determines whether assets are recognized at purchase order creation or upon receipt.
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Select Equipment > Assets.
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Click New Record.
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Specify the Organization, Department, Type, and Operational Status.
Equipment cannot be made operational if regulatory items exist with repairs needed.
The checklist items for the equipment must have a resolution of Repair Completed or
Temporary Repair with a Follow-up WO-Activity or Deferred Maintenance.
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Specify this information:
Asset - Specify a unique code identifying the asset, and then specify a description of the asset in the adjacent field.
If the AUTOANUM installation parameter is set to YES, the asset number is automatically
assigned if the Asset code is not specified.
Loaned to Department - Specify the department to which the asset is loaned.
PM WO Department - Specify the department responsible for the PM work order.
If the Department for the PM Schedules and Maintenance patterns work orders are blank,
the PM WO Department is used to generate works orders. Otherwise, the Department is
used.
Status - Select the status of the asset. The default status values include these options:
If your options vary from these default options, your system administrator may have
created or modified your organization's status options. Contact your system administrator
for more information.
System Code
Option
Description
*
Any code
This is a system status that is not available for selection by users
A
Awaiting purchase
Interacts with the purchasing module. If assets are recognized at purchase order creation, then an asset must be created at time of purchase order generation. The ASSETASS installation parameter determines when assets are recognized: at receipt (R) or at purchase order creation (P).
B
Purchased/in store
This is a system status that is not available for selection by users.
C
In store
Reserved for new assets received into a firm's store. Select the Status value in store only when defining an asset in the inventory store.
CIR
In repair
This is a system status that is not available for selection by users.
Receive or scrap the part tracked by asset on an internal repair receipt or a PO receipt to prompt a status change.
CRR
To be repaired
This is a system status that is not available for selection by users.
If the asset has no parents, status is editable but can only change to another status of CRR or Installed (I).
D
Withdrawn
Assigned when an asset is no longer available for use. This status is not available during initial asset creation. Withdrawal Date is automatically populated.
I
Installed
Assigned when an asset is in place and operating within the business organization.
T
In transit
This is a system status that is not available for selection by users.
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Specify the Class, Category, Cost Code, Profile, System Level, Assembly Level, Component Level, Commission Date, Equipment Value, Withdrawal Date, Sold/Scrap Date, Original Receipt Date, Latest Receipt Date, Original Install Date, and Latest Install Date.
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Specify this information:
Production - Select this check box if the asset is used in production.
Safety - Select this check box to observe safety precautions when working with this asset.
Out of Service - Select this check box if the asset is not used.
Prevent WO Completion - Select this check box to indicate that work orders for this asset should not be closed.
Current Workspace - Optionally, specify the current workspace of the asset.
Assigned To - Specify the person responsible for the asset.
Meter Unit - Specify the asset’s primary unit of measure.
Criticality - Specify a criticality code to indicate the relative importance of the asset to the overall production of goods or services for your organization.
Criticality proceeds to work orders when the asset requires maintenance.
State - Select the state of the asset.
If you select CN pending, CN In Process, or CN Completed, a value for Change Notice must be specified. If you select Good or Defective, Change Notice is cleared.
Change Notice - Specify the change notice for the asset.
If you specify or change the value for Change Notice, State is changed to CN Pending if State is not populated. If you clear Change Notice, the State changes to Good.
cGMP - Select this check box to indicate that the equipment is subject to cGMP standards.
Dormant Start - Specify the date on which the dormant period for any PM work orders for the equipment begins.
Dormant End - Specify the date on which the dormant period for any PM work orders for the equipment ends.
Reuse Dormant Period - Select this check box to use the same specified dormant period for any PM work orders for the equipment on an annual basis.
Track Resources - Select this check box to track the resources directly related to this equipment.
Temperature Monitored - Select this check box if the equipment has temperature monitoring capabilities.
Set - Specify a set with which to associate the asset.
Set Position - Specify the position of the set.
Documoto Book ID - Specify a specific Documoto Book with which to associate the asset.
Driver - Specify the driver associated with the asset if it is a vehicle.
Driver Phone Number - Specify the phone number of the driver associated with the asset.
Accessible - Select this check box if the vehicle is handicap accessible.
Non-Smoking - Select this check box if the vehicle is a non-smoking vehicle.
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Select the Vehicle check box if the asset is a vehicle. If selected, you can associate qualifications on the Qualifications tab for equipment.
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Specify the Fleet Customer, Billing Code, and Markup Code.
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If a Billing Code or a Markup Code are associated directly to the asset, the ticketing process will always assign these codes to the ticket, regardless of the Billing Codes associated with the fleet customer on the Billing Codes form.
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The Fleet Customer, Cost Code, Vehicle Status, and Issued To values should be controlled primarily through the ticketing process for vehicles. The Vehicle Status must be Available to be issued through ticket.
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Optionally, specify this vehicle information:
Vehicle Status - Specify the status of the vehicle.
Vehicle Type - Specify the vehicle type.
Reservable Equipment - Select this check box if the asset can be reserved.
Rental Template - Specify the template used for the rental reservation.
Contract Equipment - Select the check box if the asset is contract equipment.
Contract Template - Specify the template used for the contract.
Customer - Specify the rental customer.
Availability Status - Specify the availability of the asset.
Issued To - Specify to whom the asset is issued.
Reservation Calendar Owners List - Specify the approval list for the Reservation Calendar Owner.
Reservation Calendar Owner - Specify the reservation calendar owner who can edit equipment reservations.
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Specify the Manufacturer, Serial Number, Model, and Revision.
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Optionally, specify the Hardware Version, Software Version, Purchasing Asset ID, Biomedical Asset ID, UMDNS Code, OEM Site / System ID, Vendor, and Coverage Type.
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Specify the Part, Store, Bin, and Lot.
Only specify parts that are tracked by asset. You can specify a Store and Bin only if the equipment’s Status is Awaiting purchase or In store.
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Specify the Calendar Group, Penalty Factor, and Minimum Penalty.
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Select the Service Delivery Matrix check box to restrict work orders for this equipment to a pre-defined service delivery matrix.
Service Delivery Matrix must be selected for Service Problem Code Validation on the Call Center Setup tab.
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Specify the Parent Asset, and then select the Dependent check box if the asset depends on the parent asset. Then select the Cost Roll-up check box if the costs should roll up to the parent asset.
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Specify the Primary System, and then select the Dependent check box if the asset depends on the primary system. Then select the Cost Roll-up check box if the costs should roll up to the primary system.
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Specify the Position, and then select the Dependent check box if the asset is depends on the position. Then select the Cost Roll-up if the costs should roll up to the position.
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Specify the Location, Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, Geographical Ref., Inspection Direction, and Flow.
The Equipment Length Override check box is automatically selected if the specified Equipment Length is different than the length calculated based on the From Point and To Point.
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Specify this information:
Lockout / Tagout - Select this check box if the equipment complies with OSHA regulations on lockout/tagout procedures. This regulation ensures machines are properly shut down and that they do not start again until service or maintenance on the machine is completed.
Personal Protective Equipment - Select this check box if OSHA requires the use of personal protective equipment when operating the equipment to reduce exposure to hazards or injury.
Confined Space - Select this check box if the equipment is located in an area defined as a confined space as per OSHA regulations.
Statement of Conditions - Select this check box to indicate the system relates to the Statement of Conditions as required by The Joint Commission.
Building Maintenance Program - Select this check box to indicate the system equipment is inventoried in the building maintenance program.
HIPAA Confidentiality - Select this check box to indicate the system equipment contains confidential patient health information and the equipment must comply with regulations.
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Specify this information:
The values of the FCI details should be specified based on the planning budget and
investment figures from a third party audit.
Cost of Needed Repairs - Specify the cost of necessary repairs. The system automatically populates the currency, and defaults Eligible for Energy Star Label to unselected.
Replacement Value - Specify the current replacement value for the equipment. The system automatically populates the currency.
Facility Condition Index - Specify the resultant FCI based on the maintenance details. Cost of Needed Repairs/Current Replacement Value=FCI
Floor Area - Specify the floor area, and then specify the unit of measure for the floor area.
Track Utility Bills - Select this check box to mark the asset as having capabilities to record utility bills.
Track Gas - Select this check box to set the equipment as GAS (Global Asset Sustainability) Tracked.
If data exists on the Design Consumption or Actual Consumption tabs, the equipment must remain as GAS Tracked.
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Specify the Estimated Revenue, Region, Primary Use, Year Built, and Service Life (years).
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Specify the Ownership Type, Inventory Verification Date, Equipment Value, Purchase Order #, Purchase Date, Purchase Cost, and Disposal Type.
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Select the Lock Reliability Ranking Values check box to lock the reliability ranking values for the equipment on the Ranking Survey tab of the Equipment screen.
If Lock Reliability Ranking Values is selected, the user is not allowed to modify the reliability survey answers and
calculate reliability ranking values for the equipment. The selection of the equipment
for update on the Batch Update Equipment Ranking Values tab is also prevented.
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Specify this information:
Reliability Ranking - Specify the reliability ranking code for the equipment. The system automatically populates Reliability Ranking Index, Reliability Ranking Score, Reliability Ranking Values Out of Sync, Reliability Ranking Values Last Calculated, Reliability Survey Last Updated, and Reliability Ranking Setup Last Updated, after answering the reliability survey.
Correction Condition Score - Specify the correction to the condition score.
Correction Reason - Specify the reason for the correction of the condition score.
Correction Date - Specify the date at which the correction of the condition score takes effect.
Correction Usage - Specify the usage at which the correction of the condition score takes effect. This field is required if the Correction Condition Score and Meter Unit fields are not blank.
Service Life Usage - Specify the service life of the equipment based on its usage.
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Specify this information:
Target Power Factor - Specify the target power factor that has been determined for the asset.
Target Peak Demand (W) - Specify the target peak demand in watts for the asset.
Start Billing Period - Specify the date that the billing period begins. The Peak Demand measurements are relevant after this date.
The Peak Demand alert updates this field based on the specified Bill Every, but manual changes may be required depending on the actual utility invoices received.
Bill Every - Specify the length of the interval of time to pass before the next bill is expected. Then select the unit of measure in the adjacent field.
Eff. Loss 1% Phase Imb. - Specify the efficiency loss per 1 percent imbalance.
Eff. Loss 2% Phase Imb. - Specify the efficiency loss per 2 percent imbalance.
Eff. Loss 3% Phase Imb. - Specify the efficiency loss per 3 percent imbalance.
Eff. Loss 4% Phase Imb. - Specify the efficiency loss per 4 percent imbalance.
Eff. Loss 5% Phase Imb. - Specify the efficiency loss per 5 percent imbalance.
Performance Manager - Specify the energy performance manager who is responsible for the equipment.
Electric Sub-meter Interval - Specify the length of the interval of time in minutes indicating how frequently the electric sub-meter is read.
Electric Usage Threshold - Specify the current in amps above which the equipment is considered running or on.
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Click Save Record.
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If a review is performed on the Safety tab, Safety Date Review Required and Safety Reviewed By are automatically populated.
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If a review is performed on the Permits tab, Permit Date Review Required and Permit Reviewed By are automatically populated.
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If a review is performed on the LOTO tab, LOTO Date Review Required and LOTO Reviewed By are automatically populated.