HealthAMMS Policies and Procedures
Copy No:
Issued To:
Prepared by: T. Danielian
Approved:
HealthAMMS Policies and Procedures
D.Gates
Issue Date: 13/02/16
Status: Final Issue No.: 0.04
File: d:\116100407.doc
Commercial in Confidence
TABLE OF CONTENTS
SECTION 1 – OVERVIEW OF POLICIES AND PROCEDURES ..................................................... 7
1.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
1.1.1 DISTRIBUTION LIST ................................................. Error! Bookmark not defined.
1.1.2 REVIEW OF DOCUMENT ......................................... Error! Bookmark not defined.
1.1.3 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
1.1.4 REFERENCES .......................................................... Error! Bookmark not defined.
1.1.5 TERMINOLOGY ........................................................ Error! Bookmark not defined.
1.2 INTRODUCTION ..................................................... ERROR! BOOKMARK NOT DEFINED.
1.3 DOCUMENT ROADMAP ......................................... ERROR! BOOKMARK NOT DEFINED.
SECTION 2 HEALTHAMMS CATALOGUE MANAGEMENT PROCEDURE .............. ERROR!
BOOKMARK NOT DEFINED.
2.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
2.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
2.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
2.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
2.2 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
2.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
2.2.2 BENEFITS OF HealthAMMS INVENTORY CATALOGUE MANAGEMENT
PROCEDURES .................................................................... Error! Bookmark not defined.
2.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
2.4 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
2.4.1 CREATE STOREROOM LOCATIONS ...................... Error! Bookmark not defined.
2.4.2 SET UP BIN LOCATIONS ......................................... Error! Bookmark not defined.
2.4.3 SET UP ITEM NUMBERING...................................... Error! Bookmark not defined.
2.4.4 SET STOCK TYPES .................................................. Error! Bookmark not defined.
2.4.5 SET STOCK CATEGORY ......................................... Error! Bookmark not defined.
2.4.6 COMPLETE ITEM DETAIL ........................................ Error! Bookmark not defined.
2.4.6.1 Non-Inventory Materials ............................... Error! Bookmark not defined.
2.4.6.2 Inventory Charge Out ................................... Error! Bookmark not defined.
2.4.6.3 Reorder Information ..................................... Error! Bookmark not defined.
2.4.7 REVIEW CATALOGUE.............................................. Error! Bookmark not defined.
SECTION 3 HEALTHAMMS CONFIGURATION MANAGEMENT PROCEDURE ....... ERROR!
BOOKMARK NOT DEFINED.
3.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
3.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
3.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
3.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
3.2 PROCEDURE PURPOSE ....................................... ERROR! BOOKMARK NOT DEFINED.
3.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
3.2.2 BENEFITS OF HEALTHAMMS CONFIGURATION procedure Error! Bookmark not
defined.
3.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
3.4 USER SETUP PROCEDURE .................................. ERROR! BOOKMARK NOT DEFINED.
3.4.1 ADD OR REMOVE USER LABOUR RECORD .......... Error! Bookmark not defined.
3.4.2 GRANT OR REVOKE NETWORK ACCESS ............. Error! Bookmark not defined.
3.4.3 SET USER GROUP PURCHASING AUTHORITY ..... Error! Bookmark not defined.
3.4.4 ASSIGN USER TO GROUP ...................................... Error! Bookmark not defined.
3.4.5 SET DATA ACCESS RESTRICTIONS ...................... Error! Bookmark not defined.
3.5 MAXIMO SETUP PROCEDURE.............................. ERROR! BOOKMARK NOT DEFINED.
3.5.1 CONFIGURE ORGANISATION ................................. Error! Bookmark not defined.
3.5.2 CONFIGURE SITE .................................................... Error! Bookmark not defined.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: i of vi
3.5.3 CONFIGURE ADDRESSES ...................................... Error! Bookmark not defined.
3.5.4 CONFIGURE GL ACCOUNT FORMAT ..................... Error! Bookmark not defined.
3.5.5 CONFIGURE RISK .................................................... Error! Bookmark not defined.
3.5.6 CONFIGURE WORK REASON ................................. Error! Bookmark not defined.
3.5.7 CONFIGURE LABOUR GROUP................................ Error! Bookmark not defined.
3.5.8 CONFIGURE USER GROUPS .................................. Error! Bookmark not defined.
3.5.9 CONFIGURE LABOUR APPROVAL OPTIONS ......... Error! Bookmark not defined.
3.5.10 CONFIGURE WORK TYPES..................................... Error! Bookmark not defined.
3.5.11 CONFIGURE INVENTORY OPTIONS ....................... Error! Bookmark not defined.
3.5.12 CONFIGURE EQUIPMENT OPTIONS ...................... Error! Bookmark not defined.
3.5.13 CONFIGURE PM OPTIONS ...................................... Error! Bookmark not defined.
3.5.14 CONFIGURE PO OPTIONS ...................................... Error! Bookmark not defined.
3.5.15 CONFIGURE PURCHASING AUTHORITY ............... Error! Bookmark not defined.
3.5.16 CONFIGURE INVOICE OPTIONS ............................. Error! Bookmark not defined.
3.5.17 CONFIGURE WORKFLOW OPTIONS ...................... Error! Bookmark not defined.
3.5.18 CONFIGURE DOCUMENT OPTIONS ....................... Error! Bookmark not defined.
3.5.19 CONFIGURE AUTOKEY VALUES ............................ Error! Bookmark not defined.
3.5.20 STANDARD DATA MIGRATION ............................... Error! Bookmark not defined.
3.5.21 LOCAL DATA MIGRATION ....................................... Error! Bookmark not defined.
3.6 FINANCIAL SETUP PROCEDURE ......................... ERROR! BOOKMARK NOT DEFINED.
3.6.1 DETERMINE FINANCIAL YEAR ............................... Error! Bookmark not defined.
3.6.2 SET UP FINANCIAL PERIODS ................................. Error! Bookmark not defined.
3.6.3 SET UP MAXIMO ACCOUNTS ................................. Error! Bookmark not defined.
3.6.4 SET UP GENERAL LEDGER ACCOUNTS ............... Error! Bookmark not defined.
3.7 CHANGE MANAGEMENT ....................................... ERROR! BOOKMARK NOT DEFINED.
SECTION 4 HEALTHAMMS EQUIPMENT REGISTER MANAGEMENT PROCEDURE
ERROR! BOOKMARK NOT DEFINED.
4.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
4.1.1 CHANGES SINCE LAST ISSUE............................................................................... 7
4.1.2 REFERENCES ......................................................................................................... 7
4.1.3 DOCUMENT MAP .................................................................................................... 8
4.2 PROCEDURE OVERVIEW.................................................................................................. 9
4.2.1 SCOPE ................................................................................................................... 10
4.2.2 BENEFITS OF HealthAMMS EQUIPMENT REGISTER MANAGEMENT
PROCEDURES ................................................................................................................. 10
4.3 ROLES AND RESPONSIBILITIES .................................................................................... 11
4.4 PROCEDURE.................................................................................................................... 12
4.4.1 RECORDING ASSET INFORMATION ................................................................... 12
4.4.1.1 Data Migration Process ............................................................................. 13
4.4.1.2 Operating Locations – Location Hierarchy ................................................. 14
4.4.1.3 Asset Catalogue – Asset Hierarchy ........................................................... 15
4.4.1.4 Room Assets............................................................................................. 16
4.4.1.5 Bills of Materials ........................................................................................ 16
4.4.1.6 Condition Monitoring Points ...................................................................... 16
4.4.1.7 Failure Classes and Codes ....................................................................... 16
4.4.1.8 Rotable Equipment.................................................................................... 17
4.4.2 MODIFYING FACILITIES ....................................................................................... 17
4.4.2.1 Donated Equipment .................................................................................. 17
4.4.3 COMMISSIONING AND TESTING ......................................................................... 18
4.4.4 CONDITION AUDITS ............................................................................................. 18
4.4.5 DECOMMISSIONING AND DISPOSAL .................................................................. 18
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: ii of vi
SECTION 5 HEALTHAMMS INVENTORY MANAGEMENT PROCEDURE ................ ERROR!
BOOKMARK NOT DEFINED.
5.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
5.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
5.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
5.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
5.2 PROCEDURE OVERVIEW...................................... ERROR! BOOKMARK NOT DEFINED.
5.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
5.2.2 BENEFITS OF HealthAMMS INVENTORY MANAGEMENT PROCEDURES ... Error!
Bookmark not defined.
5.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
5.4 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
5.4.1 ORDER MATERIAL ................................................... Error! Bookmark not defined.
5.4.2 RECEIVE MATERIAL AND ALLOCATE TO STOREROOM .... Error! Bookmark not
defined.
5.4.2.1 Receive Existing Inventory Item ................... Error! Bookmark not defined.
5.4.2.2 Inserting a New Inventory Item ..................... Error! Bookmark not defined.
5.4.3 ISSUE INVENTORY ITEMS ...................................... Error! Bookmark not defined.
5.4.3.1 Standard Inventory Items ............................. Error! Bookmark not defined.
5.4.3.2 Capital Inventory Items ................................ Error! Bookmark not defined.
5.4.4 RETURNED INVENTORY ITEMS ............................. Error! Bookmark not defined.
5.4.4.1 Materials ...................................................... Error! Bookmark not defined.
5.4.4.2 Repaired Items............................................. Error! Bookmark not defined.
5.4.5 INVENTORY STOCKTAKES ..................................... Error! Bookmark not defined.
5.4.6 WRITE-OFFS AND SUPPLIER RETURNS ............... Error! Bookmark not defined.
5.4.7 INVENTORY BALANCE ADJUSTMENTS ................. Error! Bookmark not defined.
SECTION 6 HEALTHAMMS MAINTENANCE PLANNING PROCEDURE.................. ERROR!
BOOKMARK NOT DEFINED.
6.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
6.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
6.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
6.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
6.2 PROCEDURE OVERVIEW...................................... ERROR! BOOKMARK NOT DEFINED.
6.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
6.2.2 BENEFITS OF HealthAMMS MAINTENANCE PLANNING PROCEDURES ..... Error!
Bookmark not defined.
6.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
6.4 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
6.4.1 DETERMINE MAINTENANCE STRATEGY ............... Error! Bookmark not defined.
6.4.2 PROCEDURAL REVIEW ........................................... Error! Bookmark not defined.
6.4.3 DEVELOP EQUIPMENT MAINTENANCE PLAN ....... Error! Bookmark not defined.
6.4.3.1 Maintenance Plan Development................... Error! Bookmark not defined.
6.4.4 DEVELOP JOB PLANS ............................................. Error! Bookmark not defined.
6.4.4.1 Job Plan Number ......................................... Error! Bookmark not defined.
6.4.4.2 Job Plan Details ........................................... Error! Bookmark not defined.
6.4.4.3 Job Plan Operations..................................... Error! Bookmark not defined.
6.4.4.4 Job Plan Resources ..................................... Error! Bookmark not defined.
6.4.4.5 Standard Work Procedure ............................ Error! Bookmark not defined.
6.4.5 RISK ASSESSMENT ................................................. Error! Bookmark not defined.
6.4.6 SAFETY PLANS ........................................................ Error! Bookmark not defined.
6.4.6.1 Define Precautions ....................................... Error! Bookmark not defined.
6.4.6.2 Define Hazards ............................................ Error! Bookmark not defined.
6.4.6.3 Define Tagout Procedure ............................. Error! Bookmark not defined.
6.4.6.4 Create Safety Plan ....................................... Error! Bookmark not defined.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: iii of vi
6.4.7 GROUP JOBPLANS .................................................. Error! Bookmark not defined.
6.4.7.1 Development of Routes ................................ Error! Bookmark not defined.
6.4.8 SET UP PM SCHEDULE ........................................... Error! Bookmark not defined.
6.4.8.1 Master PM’s ................................................. Error! Bookmark not defined.
6.4.8.2 Creating PM’s .............................................. Error! Bookmark not defined.
6.4.8.3 PM Schedule................................................ Error! Bookmark not defined.
6.4.8.4 Sequenced Job Plans .................................. Error! Bookmark not defined.
6.4.8.5 Commissioning Cyclic PMs .......................... Error! Bookmark not defined.
6.4.8.6 Resource Levelling....................................... Error! Bookmark not defined.
6.4.9 Review Maintenance Plan ......................................... Error! Bookmark not defined.
6.4.10 Approve Maintenance Plan ........................................ Error! Bookmark not defined.
6.4.11 Generate PMs ........................................................... Error! Bookmark not defined.
6.4.12 Review stock levels ................................................... Error! Bookmark not defined.
SECTION 7 HEALTHAMMS PURCHASING MANAGEMENT PROCEDURE ............. ERROR!
BOOKMARK NOT DEFINED.
7.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
7.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
7.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
7.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
7.2 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
7.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
7.2.2 BENEFITS OF HealthAMMS PURCHASING MANAGEMENT PROCEDURES Error!
Bookmark not defined.
7.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
7.4 PURCHASING AUTHORITY ................................... ERROR! BOOKMARK NOT DEFINED.
7.5 PURCHASING MANAGEMENT PROCEDURE ....... ERROR! BOOKMARK NOT DEFINED.
7.5.1 PURCHASE REQUESTS .......................................... Error! Bookmark not defined.
7.5.1.1 Maximo Desktop Requisitions ...................... Error! Bookmark not defined.
7.5.1.2 Purchase Orders Approval ........................... Error! Bookmark not defined.
7.5.1.3 Quotation Requests ..................................... Error! Bookmark not defined.
7.5.2 PURCHASE ORDERS............................................... Error! Bookmark not defined.
7.5.2.1 Converting a Purchase Request to a Purchase Order Error! Bookmark not
defined.
7.5.2.2 Purchase Order Approval ............................. Error! Bookmark not defined.
7.5.2.3 Purchase Order Printing ............................... Error! Bookmark not defined.
7.5.2.4 Purchase Order Dispatch ............................. Error! Bookmark not defined.
7.5.2.5 Expediting Purchase Orders ........................ Error! Bookmark not defined.
7.5.3 PURCHASE RECEIPTS ............................................ Error! Bookmark not defined.
7.5.3.1 Receipt of Items ........................................... Error! Bookmark not defined.
7.5.3.2 Purchase Orders for Stocked Items.............. Error! Bookmark not defined.
7.6 INVOICE MANAGEMENT ....................................... ERROR! BOOKMARK NOT DEFINED.
7.6.1 PREPARE INVOICES ............................................... Error! Bookmark not defined.
7.6.1.1 Hold Payment .............................................. Error! Bookmark not defined.
7.6.1.2 Approve Invoice ........................................... Error! Bookmark not defined.
7.6.1.3 Pay Invoice .................................................. Error! Bookmark not defined.
7.6.1.4 Credit Notes ................................................. Error! Bookmark not defined.
7.6.1.5 Cancel Invoice ............................................. Error! Bookmark not defined.
7.6.1.6 Invoices without Purchase Orders and Cash Payments ....Error! Bookmark
not defined.
7.7 DEFINITIONS .......................................................... ERROR! BOOKMARK NOT DEFINED.
7.7.1 PURCHASE ORDER STATUS CHANGES................ Error! Bookmark not defined.
7.7.2 INVOICE STATUS CHANGES .................................. Error! Bookmark not defined.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: iv of vi
SECTION 8 RESOURCE REGISTER MANAGEMENT PROCEDURE ..ERROR! BOOKMARK
NOT DEFINED.
8.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
8.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
8.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
8.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
8.2 PROCEDURE OVERVIEW...................................... ERROR! BOOKMARK NOT DEFINED.
8.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
8.2.2 BENEFITS OF HealthAMMS RESOURCE MANAGEMENT PROCEDURES ... Error!
Bookmark not defined.
8.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
8.4 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
8.4.1 INTERNAL / EXTERNAL LABOUR ............................ Error! Bookmark not defined.
8.4.1.1 Personnel Induction and Records ................ Error! Bookmark not defined.
8.4.1.2 Set Up Network Access................................ Error! Bookmark not defined.
8.4.1.3 Maximo Labour Records and Access ........... Error! Bookmark not defined.
8.4.1.4 Retirement, Resignation and Dismissal ........ Error! Bookmark not defined.
8.4.1.5 Additional Training ....................................... Error! Bookmark not defined.
8.4.2 COMPANIES ............................................................. Error! Bookmark not defined.
8.4.3 SERVICE CONTRACTS ............................................ Error! Bookmark not defined.
8.4.4 TOOLS ...................................................................... Error! Bookmark not defined.
8.4.5 IMPROVEMENTS...................................................... Error! Bookmark not defined.
8.4.6 RECORDS................................................................. Error! Bookmark not defined.
SECTION 9 WORK MANAGEMENT PROCEDURES .. ERROR! BOOKMARK NOT DEFINED.
9.1 DOCUMENT DETAILS ............................................ ERROR! BOOKMARK NOT DEFINED.
9.1.1 CHANGES SINCE LAST ISSUE................................ Error! Bookmark not defined.
9.1.2 REFERENCES .......................................................... Error! Bookmark not defined.
9.1.3 DOCUMENT MAP ..................................................... Error! Bookmark not defined.
9.2 PROCEDURE.......................................................... ERROR! BOOKMARK NOT DEFINED.
9.2.1 SCOPE ...................................................................... Error! Bookmark not defined.
9.2.2 BENEFITS OF HealthAMMS WORK MANAGEMENT PROCEDURES ............ Error!
Bookmark not defined.
9.3 ROLES AND RESPONSIBILITIES .......................... ERROR! BOOKMARK NOT DEFINED.
9.4 WORK MANAGEMENT PROCEDURE ................... ERROR! BOOKMARK NOT DEFINED.
9.4.1 REQUEST WORK ..................................................... Error! Bookmark not defined.
9.4.2 REVIEW REQUESTS ................................................ Error! Bookmark not defined.
9.4.3 QUOTATION OF WORK ........................................... Error! Bookmark not defined.
9.4.4 PLAN RESOURCES AND WORK ............................. Error! Bookmark not defined.
9.4.5 APPROVE WORK ..................................................... Error! Bookmark not defined.
9.4.6 SCHEDULE WORK ................................................... Error! Bookmark not defined.
9.4.7 INITIATE WORK ........................................................ Error! Bookmark not defined.
9.4.8 ALLOCATION OF WORK .......................................... Error! Bookmark not defined.
9.4.9 PERFORM WORK..................................................... Error! Bookmark not defined.
9.4.10 COMPLETE WORK ................................................... Error! Bookmark not defined.
9.4.11 CLOSE WORK ORDER............................................. Error! Bookmark not defined.
9.4.12 CANCEL WORK ORDER .......................................... Error! Bookmark not defined.
9.4.13 REVIEW HISTORICAL WORK ORDERS .................. Error! Bookmark not defined.
9.5 DEFINITIONS .......................................................... ERROR! BOOKMARK NOT DEFINED.
9.5.1 WORK ORDER STATUSES ...................................... Error! Bookmark not defined.
9.5.2 FACILITY MODIFICATIONS AND REPLACEMENT .. Error! Bookmark not defined.
9.5.3 WORK TYPE ............................................................. Error! Bookmark not defined.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: v of vi
APPENDIX A
BUSINESS MODEL GUIDELINES ........... ERROR! BOOKMARK NOT DEFINED.
APPENDIX B
DEFINED.
ROLES AND RESPONSIBILITIES GUIDELINES...... ERROR! BOOKMARK NOT
APPENDIX C
DEFINED.
MAINTENANCE PLANNING GUIDELINES ............... ERROR! BOOKMARK NOT
APPENDIX D
DEFINED.
PURCHASING AUTHORITY GUIDELINES ............... ERROR! BOOKMARK NOT
APPENDIX E
RESOURCE GUIDELINES ....................... ERROR! BOOKMARK NOT DEFINED.
APPENDIX F
DEFINED.
HEALTHAMMS USER ACCESS PROFORMA.......... ERROR! BOOKMARK NOT
APPENDIX G
DEFINED.
HEALTHAMMS NETWORK ACCESS PROFORMA . ERROR! BOOKMARK NOT
APPENDIX H
TASK GUIDE FOR CREATION OF AN INVENTORY ITEM .................... ERROR!
BOOKMARK NOT DEFINED.
APPENDIX I
DEFINED.
APPLICATION FOR A NEW STOCK ITEM ............... ERROR! BOOKMARK NOT
APPENDIX J
RUNNING REORDER REPORT ............... ERROR! BOOKMARK NOT DEFINED.
APPENDIX K
DEFINED.
SAMPLE WORK SCHEDULING TASK GUIDE ......... ERROR! BOOKMARK NOT

Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: vi of vi
SECTION 4 -HEALTHAMMS EQUIPMENT REGISTER
MANAGEMENT PROCEDURE
4.1 DOCUMENT DETAILS
The HealthAMMS Equipment Register Management Procedure is a controlled document. Only
approved numbered versions of the document should be referenced. Any version of this document
either with an INFORMATION ONLY watermark or stamped INFORMATION COPY ONLY is not
an approved copy.
To ensure that you are reading the current version please contact the Project Control
Office.
4.1.1 CHANGES SINCE LAST ISSUE
Version
Number
0.01
Date of
Issue
29/5/03
Changes in new Version
Initial draft for review
0.02
06/6/03
Review Comments added
0.03
17/6/03
0.04
2/7/03
Terminology removed, Data Map added,
Distribution List amended, Reviewer comments
added
DOH Comments Added
For subsequent issues, changes since the previous issue are highlighted by revision bars.
4.1.2 REFERENCES
Ref. Description
[1]
Guideline for Asset Descriptions, Referencing and Data Standards
[2]
Guideline for Condition Assessments
[3]
Guideline for Condition Audits and Monitoring of Assets.
[1]
Guideline for Asset Collection
[2]
Maximo User Manual.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 7 of vi
4.1.3 DOCUMENT MAP
The following diagram indicates where HealthAMMS Equipment Register Management
Procedure fits in the overall HealthAMMS document library.
PART 3
Guidelines
HealthAMMS
PART 4
Policies & Procedures
Policies
Asset
Management
Operational
Policies
Supply Policy
Delegation
Policy
Condition Audits
Training Policy
OH&S Policy
Security/IT
Other policies
Asset Management
Condition
Monitoring
Procedures
Asset
Management
Capital Works
HealthAMMS
Property Management
Equipment
Register
Capital Charging
4.2 PROCEDURE OVERVIEW
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
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Contents Section
Page: 8 of vi
This procedure provides a framework for managing the equipment register in a consistent and
effective manner within the [Enter AHS Name] Area Health Service.
The procedure will form the basis of training material and allow for consistent reporting of asset
performance across the area.
4.2.1 SCOPE
The procedure defines how all assets will be managed by the departments at [Enter AHS Name]
Area Health Service when using the Enterprise Maximo model.
It does not include the initial identification (refer to Guideline for Asset Collection ) and creation
of Facility assets (collated in Aperture). However, it does include migration of asset data from
Aperture to Maximo, modifications to facilities, minor equipment purchases and donations, and
moving equipment.
4.2.2 BENEFITS OF HealthAMMS EQUIPMENT REGISTER MANAGEMENT
PROCEDURES
Utilisation of standardised HealthAMMS Equipment Register procedures provides:





The ability to identify Equipment asset holdings across the Area and State in a uniform
manner
Uniformity of asset attribute data recording across the Area and State
Uniformity of work procedures and methodologies for collecting and reporting asset details
Common training methodology and documentation based on the procedures
Ability to query and report common data across the entire organisation
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 9 of vi
4.3 ROLES AND RESPONSIBILITIES
The following matrix defines responsibilities for tasks associated with management of the
Equipment Register at the [Enter AHS Name] Area Health Service.

Where the role is not used at the site, edit the matrix accordingly.

Where the task does not exist at the site, check the blank box accordingly.
r
so
er
rv i
e
p ad lann le rk at or
u
e
it e
r
S
P
C
tS
c e ent H nc e nc e Ope ta ff ors
a
n
d
t
a
a
a
en rtm en en ure s S ac se
int e pa aint aint pe rt rade ont r ot U
a
M
D
M
M
A
T
C
N
Task
X
X
X
X
X
X
X
X


    
  X X X
X
X
X
X
Condition Audits
X
X
X
X
 
X
X
X
 
 
Authorise Asset Disposal
X
X
X
Create Asset Details
Insert Assets Into Maximo
Request Facilities Modification
Authorise Facilities Modification
Commission & Test Assets
Issue Date: 13/2/16
File: 116100407
X
X
X
X
X
X
X
X
X
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 10 of vi
4.4 PROCEDURE
New Work
Asset
Data
Web-FM Data
Collected for New
Facility
Existing Work
OR
Data Drawn From
Legacy Systems
HealthAMMS
Data Manually
Captured on
Templates
OR
Maximo
ODBC
Link
Space
Data
Builder Supplies
New CAD
Drawings for
Aperture
OR
Existing
Architectural
Drawing Upload
to Aperture
OR
Draftsperson
Prepares Drawing
For Upload
to Aperture
Data
Updates
Aperture
4.4.1 RECORDING ASSET INFORMATION
During the construction phase for a new facility, data is collected in two processes. Asset related
data is captured through the Web-FM Health module and space related data is captured through
agreed specifications in Aperture. Asset data is exported to Maximo through an automated
process and is linked to Aperture locations through an ODBC source. Refer to the HealthAMMS
Data Collection for Capital Works Projects procedure for further details on this process.
Note that where space data exists in both Maximo and Aperture, and updates could be carried out
in either system independently, it is strongly recommended that they should be carried out in
Aperture first and then migrated to Maximo to maintain relational integrity between the systems.
Refer to the Maximo User Manual for detailed instructions in the use of the Maximo Equipment
Application.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 11 of vi
4.4.1.1
Data Migration Process
This process indicates the actions and steps undertaken during the migration of either new or
updated data from the source data capture to Maximo. This process will require the involvement of
the Site Aperture Operator and the Site HealthAMMS administrator. Data changes may be made
directly in the Aperture application or imported from updated drawing information. Refer to the
Maximo Data Migration Task Guide (in the training documentation) for the step-by-step
procedure for this task.
Original
Asset Data
Capture
Aperture Data
Insert / Updates
Asset Data
Change
Requirement
Exported
Aperture
Data
Data
Validation
Routine
Data Import
Routine
Maximo
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 12 of vi
4.4.1.2
Operating Locations – Location Hierarchy
A sample structure for Operating Locations is as shown below.
AHS
(Hunter Health)
Site
(John Hunter)
Sector
Building
(John Hunter
Hospital)
Level
(Level 1 - JH011)
Room
(JH011001)
Node
Equipment/Asset
(AC, Package Unit)

Further details relating to the location hierarchy and standards can be referenced in the
Guideline for Asset Descriptions, Referencing and Data Standards.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final Issue:
0.04
Contents Section
Page: 13 of vi
4.4.1.3
Asset Catalogue – Asset Hierarchy
In addition to the location hierarchy, an asset hierarchy has been developed within the Asset
Catalogue functionality to allow the effective reporting and searching by an asset’s classification.
The structure of this hierarchy is shown below.
Asset Class
(Building
Services)
Asset Group
(Mechanical
Services)
Type
(AC)
SubType
(Package Unit)
Equipment/Asset
(AC, Package Unit)
Further details relating to the asset hierarchy and standards can be referenced in the Guideline
for Asset Descriptions, Referencing and Data Standards.
The asset hierarchy serves two purposes, improved searching capability and increase reporting
capability. By assigning assets to a hierarchy, users are able to locate assets through an intelligent
process of selecting asset group and type. When there are a large number of assets in a system, if
there is no hierarchy then searching for the correct asset can be a laborious task.
Reporting by asset type and group is crucial function of best practice asset management.
Managers are able to derive reports based specific asset types for a number of reasons including
monitoring asset performance, comparing asset performance and tracking maintenance costs. This
ability to report and track assets using a hierarchy allow asset managers the justification for making
future decisions in relation to asset acquisition and disposal.
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File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final
Issue: 0.04
Contents Section
Page: 14of K-3
4.4.1.4
Room Assets
In addition to the asset hierarchy, a standard has been adopted in assigning standard room assets
to the location. Within the Maximo structure the room has been designated as an asset in its own
right. Having the room as an asset allows the addition of typical room attributes as sub
components of the room. The standard room components consist of the following:











Wall
Floor
Ceiling
Window
Door
Lighting
Furniture & Fixtures (FF&E)
General Purpose Outlets (GPO)
Fire Detection
Fire Sprinklers
Phone/Data Outlets
The above standard list of room components will be set up in HealthAMMS. An AHS is able to
record, track and monitor against the room components that they consider essential as part of their
business process. Furthermore AHS are able to add to the standard list of room components in
order to record, track and monitor asset performance and cost.
4.4.1.5
Bills of Materials
Bills of materials (spare parts list) can be stored against equipment items, particularly when the
parts are rotated in and out of service. However, this requires the presence of a storeroom
containing the parts in Maximo, and creation of the linkage between parts and equipment.
4.4.1.6
Condition Monitoring Points
Condition monitoring is detailed in the Guideline for Condition Assessments and the Guideline
for Condition Audits and Monitoring of Assets.
4.4.1.7
Failure Classes and Codes
Failure classes and codes are detailed in the Guideline for Asset Descriptions, Referencing
and Data Standards (APO1033).
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File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final
Issue: 0.04
Contents Section
Page: 15of K-3
4.4.1.8
Rotable Equipment
An inventory item number distinguishes Rotable (rotatable) equipment items from other equipment.
Rotable equipment items are normally swapped for a usable item when they fall into a state of
disrepair. They may be suitable for use at one or more operating locations, usually with one or
more spares kept on site (or within a short time frame delivery).
4.4.2 MODIFYING FACILITIES
The definition of Facility modification can be quite broad. It may include the following:
 Plant, engineering, facility or equipment design change
 A change affecting the existing Standard Work Procedures (SWPs)
 Material change
All requests for biomedical, maintenance and facility modifications must be entered through
HealthAMMS. This is important, as Asset Management is responsible for ensuring all work meets
appropriate Australian Standards, particularly with regards to Occupational Health and Safety and
Building Services Fire Safety Legislation.
Where the Unit wants to purchase equipment directly, a work request is required to assess the
impact on the facility, its maintenance requirements and safety. Once an order is placed a further
work order is required to coordinate the installation.
The Aperture Operator and HealthAMMS Administrator are to be advised of any modifications so
that:



4.4.2.1
The asset register can be updated
Maintenance plans can be reviewed and edited
SWP’s are updated.
Donated Equipment
Community organisations raise funding for a wide variety of equipment purchases throughout the
Area Health Services. When received, these items must be subjected to the same processes as a
facility modification to ensure that:






The asset is identified and located in Aperture and Maximo
Installation needs are addressed
Statutory requirements are identified and scheduled
Maintenance requirements are identified
Training needs are identified
Spare parts and Manuals are obtained
Therefore, all requests for installation of donated equipment must be entered as a work request
through HealthAMMS to the relevant department to ensure that these requirements are met.
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final
Issue: 0.04
Contents Section
Page: 16of K-3
4.4.3 COMMISSIONING AND TESTING
Commissioning and testing of new plant and equipment will be carried out by the relevant facility
management or biomedical personnel in conjunction with the contracted company as applicable.
Any non-conformance would be the responsibility of the contracted company to rectify.
4.4.4 CONDITION AUDITS
Periodical condition audits are undertaken for all facilities by Facility Management Personnel and
for all medical equipment by the Biomedical personnel. The audit:
 Assesses the condition of each asset against an agreed service standard.
 Identifies major refurbishment activities
 Ranks these activities by financial year in which the work should be undertaken, and priority
within the year.
 Provides estimates of the cost for each activity
The condition audit is then used for budgeting purposes. Further details can be referenced in the
Guideline for Condition Assessments and the Guideline for Condition Audits and Monitoring
of Assets.
4.4.5 DECOMMISSIONING AND DISPOSAL
Decommissioned assets must have the following actions carried out.




Outstanding work orders must be cancelled
The planned maintenance tasks must be deactivated.
The equipment status should be set to DECOMMISSIONED
The equipment location should be set to the disposal location
Issue Date: 13/2/16
File: 116100407
HealthAMMS Policies and Procedures
Commercial in Confidence
Status: Final
Issue: 0.04
Contents Section
Page: 17of K-3