Defining assets

Open the Assets form.

Click New Record. The system automatically populates Type, Status, Production, Commission Date, and State if available.

Organization—Enter the organization to which the asset belongs if you use multi-organization security.

Asset—Enter a unique code identifying the asset, and then enter 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 entered.

Department—Enter the asset’s department. The system automatically populates GIS ID, Layer, Location X, Location Y, Map, and Map Org.

Type—Select the equipment type.

Status—Select the asset status. See the following list for default status values:

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Withdrawn—Assigned when an asset is no longer available for use.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—Enter the class of the asset.

Category—Enter the asset’s category.

Note: If you enter a category for which calibration data has been defined, the system copies the calibration and test point data to the asset.

Profile—Enter the profile on which to base this equipment record.

Cost Code—Enter 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—Enter the VMRS codes identifying the system, assembly, and component associated with the vehicle. The system automatically populates VMRS Description.

Commission Date—Enter the asset’s installation date.

Note: The Commission Date defaults to the current date when you create an asset.

Equipment Value—Enter the asset’s value (generally, purchase price).

Assigned To—Enter the person responsible for the asset.

Meter Unit—Enter the asset’s primary unit of measure.

Criticality—Enter 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 entered. If you select Good or Defective, the system clears Change Notice.

Withdrawal Date—Enter the date on which the equipment is withdrawn from service.

Change Notice—Enter the change notice for the asset.

Note: If you enter 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—Enter the date on which the dormant period for any PM work orders for the equipment begins.

Dormant End—Enter 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—Enter the date on which the asset is sold or scrapped.

Manufacturer—Enter the asset’s manufacturer.

Serial Number—Enter the asset’s serial number.

Model—Enter the asset’s model number.

Revision—Enter the manufacturer’s revision number.

Part—Enter the equipment’s part number.

Note: Only enter parts that are tracked by asset.

Store—Enter the store in which the asset is stocked.

Note: You can enter a Store and Binonly if the equipment’s Status is Awaiting purchase or In store.

Bin—Enter the bin storing the asset.

Lot—Enter the lot number, or batch, of the part.

Variable 1, Variable 2, Variable 3, Variable 4, Variable 5, and Variable 6—Enter any additional information to be included on this asset record.

Vehicle—Select if the asset is a vehicle.

Fleet Customer—Enter the fleet customer with which to associate the asset. The system automatically populates Fleet Customer Org.

Billing Code—Enter the billing code with which to associate the asset. The system automatically populates Billing Code Org.

Markup Code—Enter 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. Enter the following Call Center Details:

Calendar Group—Enter the calendar group for the asset. The system automatically populates Calendar Group Org.

Penalty Factor—Enter 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—Enter the minimum deduction allowed.

Parent Asset—Enter 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—Enter 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—Enter the location of the asset.

Equipment Length, Equip. Length UOM, Linear Ref. UOM, Ref. Precision, and Geographical Ref.—Enter the linear equipment information. Enter the following Facility Condition Index (FCI) Details:

Note: The values of the FCI details should be entered based on the planning budget and investment figures from a third party audit.

Cost of Needed Repairs—Enter the cost of necessary repairs. The system automatically populates the currency, and defaults Eligible for Energy Star Label to unselected.

Replacement Value—Enter the current replacement value for the equipment. The system automatically populates the currency.

Facility Condition Index—Enter 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 Consumptionor Actual Consumption forms, the equipment must remain as GAS Tracked.

Floor Area—Enter the floor area, and then enter the unit of measure for the floor area.

Estimated Revenue—Enter the estimated revenue the piece of equipment can generate.

Region—Enter the region for the equipment. The system automatically populates Region Org.

Primary Use—Enter the primary use for the equipment.

Year Built—Enter the year built for the equipment.

Service Life (years)—Enter 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—Enter 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—Enter the target power factor that has been determined for the asset.

Target Peak Demand (W)—Enter the target peak demand in watts for the asset.

Start Billing Period—Enter 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—Enter 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.—Enter the efficiency loss per 1 percent imbalance.

Eff. Loss 2% Phase Imb.—Enter the efficiency loss per 2 percent imbalance.

Eff. Loss 3% Phase Imb.—Enter the efficiency loss per 3 percent imbalance.

Eff. Loss 4% Phase Imb.—Enter the efficiency loss per 4 percent imbalance.

Eff. Loss 5% Phase Imb.—Enter the efficiency loss per 5 percent imbalance.

Performance Manager—Enter the energy performance manager who is responsible for the equipment.

Electric Sub-meter Interval—Enter the length of the interval of time in minutes indicating how frequently the electric sub-meter is read.

Electric Usage Threshold—Enter the current in amps above which the equipment is considered running (on).

Click Save Record. 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. The system automatically populates Equipment Configuration, Equipment Configuration Org., and Equipment Configuration Revision.