Defining assets

Define your organization’s assets as equipment.

Note: The installation parameter ASSETASS determines whether assets are recognized at purchase order creation or upon receipt. See Defining installation parameters.

To define assets:

  1. Select Equipment > Assets.
  2. Click New Record. The system automatically populates Type, Status, Production, Commission Date, and State if available.
  3. Specify this information:
    Organization
    Specify the organization to which the asset belongs if you use multi-organization security.
    Asset
    Specify a unique code identifying the asset, and then specify a description of the asset in the adjacent field.
    Note: If the AUTOANUM installation parameter is set to YES, the system automatically assigns the asset number if the Asset code is not specified.
    Department
    Specify the asset’s department. The system automatically populates GIS ID, Layer, Location X, Location Y, Map, and Map Org.
    Type
    Select the equipment type.
    Operational Status
    Select the operational status of the asset.
    Loaned to Department
    Specify the department to which the asset is loaned.
    PM WO Department
    Specify the department responsible for the PM work order.
    Note: If the Department for the PM Schedules and Maintenance patterns work orders are blank, the PM WO Department will be used to generate works orders. Otherwise, the Department will be used.
    Status
    Select the status of the asset. The default status values include these options:
    • 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).

    • 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.

    • Installed

      Assigned when an asset is in place and operating within the business organization.

    • Withdrawn

      Assigned when an asset is no longer available for use. This status is not available during initial asset creation. The system automatically populates Withdrawal Date.

    Class
    Specify the class of the asset.
    Category
    Specify the asset’s category.
    Note: If you specify a category for which calibration data has been defined, the system copies the calibration and test point data to the asset.
    Profile
    Specify the profile on which to base this equipment record.
    Cost Code
    Specify the asset’s cost code.
    Production
    Select if the asset is used in production.
    Safety
    Select to observe safety precautions when working with this asset.
    Out of Service
    Select if the asset is not used.
    Prevent WO Completion
    Select to indicate that work orders for this asset should not be closed.
    System Level, Assembly Level, and Component Level
    Specify the VMRS codes identifying the system, assembly, and component associated with the vehicle. The system automatically populates VMRS Description.
    Commission Date
    Specify the asset’s installation date.
    Note: The Commission Date defaults to the current date when you create an asset.
    Equipment Value
    Specify the asset’s value (generally, purchase price).
    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.
    Note: Criticality proceeds to work orders when the asset requires maintenance.
    State
    Select the state of the asset.
    Note: If you select CN pending, CN In Process, or CN Completed, the system requires a value for Change Notice be specified. If you select Good or Defective, the system clears Change Notice
    Withdrawal Date
    Specify the date on which the equipment is withdrawn from service.
    Change Notice
    Specify the change notice for the asset.
    Note: If you specify or change the value for Change Notice, the system will change State to CN Pending if State is not populated. If you clear Change Notice, the State changes to Good.
    cGMP
    Select 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 to use the same specified dormant period for any PM work orders for the equipment on an annual basis.
    Track Resources
    Select to track the resources directly related to this equipment.
    Sold/Scrap Date
    Specify the date on which the asset is sold or scrapped.
    Original Receipt Date
    Specify the original receipt date.
    Latest Receipt Date
    Specify the most recent receipt date.
    Original Install Date
    Specify the original install date.
    Latest Install Date
    Specify the most recent install date.
    Documoto Book ID
    Specify a specific Documoto Book with which to associate the asset.
    Manufacturer
    Specify the asset’s manufacturer.
    Serial Number
    Specify the asset’s serial number.
    Model
    Specify the asset’s model number.
    Revision
    Specify the manufacturer’s revision number.
    Part
    Specify the equipment’s part number.
    Note: Only specify parts that are tracked by asset.
    Store
    Specifythe store in which the asset is stocked.
    Note: You can specify a Store and Binonly if the equipment’s Status is Awaiting purchase or In store.
    Bin
    Specify the bin storing the asset.
    Lot
    Specify the lot number, or batch, of the part.
    Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6
    Specify any additional information to be included on this asset record.
    Vehicle
    Select if the asset is a vehicle.
    Fleet Customer
    Specify the fleet customer with which to associate the asset. The system automatically populates Fleet Customer Org.
    Billing Code
    Specify the billing code with which to associate the asset. The system automatically populates Billing Code Org.
    Markup Code
    Specify the markup code with which to associate the asset. The system automatically populates Markup Code Org.
    Note: If a Billing Code and/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.

    The Vehicle Status must be Available to be issued via a ticket.

    The Fleet Customer, Cost Code, Vehicle Status, and Issued To values should be controlled primarily through the ticketing process for vehicles. See Fleet management
    Vehicle Status
    Select the status of the vehicle. Specify the Call Center Details.
    Calendar Group
    Specify the calendar group for the asset. The system automatically populates Calendar Group Org.
    Penalty Factor
    Specify the penalty factor for the asset.
    Service Delivery Matrix
    Select to restrict work orders for this equipment to a pre-defined service delivery matrix.
    Note: Service Delivery Matrix must be selected for Service Problem Code Validation on the Call Center Setup form
    Minimum Deduction/Currency
    Specify the minimum deduction allowed.
    Parent Asset
    Specify the parent asset.
    Dependent
    Select if the asset is dependent on the parent asset.
    Cost Roll-up
    Select if costs should roll up to the parent asset.
    Position
    Specify the position of the asset.
    Dependent
    Select if the asset is dependent on the position.
    Cost Roll-up
    Select if costs should roll up to the position.
    Location
    Specify the location of the asset.
    Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, Geographical Ref., Inspection Direction, and Flow
    Specify the linear equipment information. Specify the Facility Condition Index (FCI) Details.
    Note: 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
    Utility Bill Level
    Select to mark the asset as having capabilities to record utility bills.
    GAS Tracked
    Select to set the equipment as GAS (Global Asset Sustainability) Tracked.
    Note: If data exists on the Design Consumption or Actual Consumption forms, the equipment must remain as GAS Tracked.
    Floor Area
    Specify the floor area, and then specify the unit of measure for the floor area.
    Estimated Revenue
    Specify the estimated revenue the piece of equipment can generate.
    Region
    Specify the region for the equipment. The system automatically populates Region Org.
    Primary Use
    Specify the primary use for the equipment.
    Year Built
    Specify the year built for the equipment.
    Service Life (years)
    Specify the service life of the equipment.
    Lock Reliability Ranking Values
    Select to lock the reliability ranking values for the equipment on the Reliability Survey tab of the Equipment screen.
    Note: If Lock Reliability Ranking Values is selected, the system will not allow the user to modify the reliability survey answers and calculate reliability ranking values for the equipment. The system also prevents the selection of equipment for update on the Batch Update Reliability Ranking Values form.
    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.
    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.
    Note: The Peak Demand alert will update 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 system expects the next bill, and 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.
  4. Click Save Record.

    The system automatically populates Equipment Configuration, Equipment Configuration Org., and Equipment Configuration Revision

    Note: If a review has been performed on the Safety tab, the system automatically populates Safety Date Review Required and Safety Reviewed By.

    If a review has been performed on the Permits tab, the system automatically populates Permit Date Review Required and Permit Reviewed By.

    If a review has been performed on the LOTO tab, the system automatically populates LOTO Date Review Required and LOTO Reviewed By.