SESSION SIX
Asset Management & Preventive
Maintenance
Preventive Maintenance/Asset Management
Overview
In this Session we will review how Sprocket can
be customized to your Asset Management and
Preventive Maintenance requirements. We will
be covering the following topics with the our
End Goal culminating in creating a PM Project.
We will briefly review the different types of
Assets, then Request Codes, then get into
Creating PM’s.
•
The 3 Types of Assets – People, Locations,
Equipment
•
Request Codes
•
How to Create PM Projects based on People,
Locations, or Equipment
•
How to Manage and Edit Existing PM
Projects
Asset
•Equipment
•Equipment
System
•Location
•Person
PM
Project
Schedule
Request
Code
• Equipment
System
SECTION ONE
Asset Management - People
People records in Sprocket are people/vendors/contractors that reside in Sprocket for any of the
following ways; to submit requests, to submit work orders, be assigned to work orders, manage the
site or access it for any reason. But note that not all users need to be active. You can have People
records in the system to track work performed and/or labor & materials for reporting purposes
without that user ever logging in.
People – Dispatch Tab
When thinking of People as an Asset, think of things like Employee reviews, Safety Training, Training in
General. Think of people as a Resource.
In the Person Record there is a Dispatch Tab. Here is where you determine how work is dispatched to
this person, (Asset). You can associate this person to a particular Shop, such as Plumbing, and/or to a
particular Craft such as Plumber. You can tie this person record to a Location or piece(s) of
Equipment, OR, you can Exclude them from a Shop, Craft, Location, Equipment. People will come into
play later when we create a PM Project.
SECTION TWO
Asset Management - Locations
Locations- Locations are a Parent child structure of your facility locations. This is typically designed in a
building, Floor, and Room Structure. In a Manufacturing facility your location may be zone, stations
etc…. The amount of detail that your Location structure needs depends on your operational and
reporting goals with your company. If you would like to report on specific stations/rooms, or would
like to have specific locations for your equipment, you may need be more detailed in the breakdown
of your Location Structure.
Asset Management – Locations
Creating a New Location
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Creating a New Location – Go to Administration->Work
Management->Locations. Click on the New Location Link. If
you want this location to be a child of “Sprocket University”,
check the As Child Check box. In case you did not select this
and the location is outside of the parent, you can click and drag
and drop into the parent location as show below.
Asset Management – Locations
Creating a New Location
Fill in the appropriate fields for your location on the Details page. *Note: Your Location Identifier
must be unique. It is best practice to follow the naming conventions that you had established at
the time of DATA COLLECTION.
Asset Management – Locations
Add a Schedule to a Location
Add a Scheduled Event to a Location
Asset Management – Locations
Add a Contact to Location
Add a Contact for your Location
SECTION THREE
Asset Management - Equipment
Equipment details can be important to the facilities’ goals for preventive maintenance, work
order tracking, capital asset management and forecasting. Its important to manage all the
information needed to fit your facilities’ goals. Here are the components of Equipment that
we will cover in this Section:
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Equipment Systems Manager
Equipment
Equipment Types
Warranty Types
Equipment – Equipment Systems
Equipment Systems - Equipment Systems are used as a hierarchical classification of equipment used to setup the
relationship between Equipment records and appropriate PM Procedures (Request Codes) in Sprocket. By setting up
the Equipment Systems in a hierarchy, this allows you to easily report on and manage records.
•
Equipment Systems Manager– This tab shows all the different Equipment Systems for this Facility. When you click
on a System at the left, a form will appear that shows details of this System, and if it belongs to a Parent System.
Here you can add Attributes and Attach Files to the system as well. *Note: When you use the Equipment System
on Equipment and/or Request Code, the Attributes and Attached Files will follow the Equipment System.
*Note: To Create New or Archive a Equipment System, right click on the Equipment
System name. A window with New and Archive will appear.
Equipment – Equipment Systems
Creating a New Parent Equipment System– Go to Asset Management-> Equipment->Equipment System Manager.
Click on the New Equipment System link to create as a Parent System.
If you want to create a Child Equipment System, check the As Child Check box, then click
the New Equipment System Link . You will then be prompted to Select Parent Location.
Click on the Location that is the parent. A new form will appear. Enter the Child
Equipment Name, the Description, and click Save. Your new Child Equipment System will
appear in the Equipment System Tree.
Equipment – Equipment Systems
Editing an Existing Equipment System – If you want to eliminate an Equipment
System from the tree, you can right click on the location you want to eliminate.
A window will appear that shows New or Archive. Click on Archive to eliminate
from your tree view. You can also move child Equipment Systems into other
Parent systems using Drag and Drop. Click on your Equipment System you want
to move, and holding down drag and drop it into/onto the parent location you
want.
Equipment – Equipment Systems
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Adding an Attribute – Say you want to add an Equipment Type to your Equipment System…
Click on the Add Attribute link. An Attribute Lookup window will open. Select Equipment Type
from the dropdown menu, and select the type you would like.
Equipment – Equipment Systems
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Attach File – Here you can attach a file associated with your Equipment System, such as a Safety
or Instruction Manual pdf or word document. Click the Attach File link. A window will appear. If
the file is on your hard drive, then you can browse to where your file is located. Once you locate
your file, you will click the Upload button, and the file will then appear under the Attached Files
Link.
Equipment – Creating a New Asset
Creating a New Asset - Go to Asset Management-> Equipment-> Equipment. *Note: Depending upon
the naming conventions you use, you will want to keep consistency, so name your new equipment
accordingly. For Example; Some facilities us what are known as Smart Codes which is based off the
name plate information on your Equipment. Or you can vie to use the AUTONUMBER function in
Sprocket, which will automatically assign you an Equipment Identifier.
To add a new equipment item, click the New Equipment button.
Equipment – Information Tab
Equipment Management-> Information Tab - Fill in required fields. When finished, click the Save or
Save and Exit Button. You can also keep entering new equipment items by clicking on the Save and
New button. * Note: You need to click the Save button before you can proceed with entering
Attributes, Attaching files, etc.
Equipment – Select Attributes
At the bottom of the Equipment Information page, you will notice the Select Attributes, Attach File,
Service Location, and Warranty links. In the coming slides we will elaborate on each of these.
Select Attributes – Click the Select Attributes link. A window will
pop up. Select from the Attribute Type dropdown. Another box
will appear with all of your equipment types. Select all of your
Equipment Types, then click the Red X to exit. The Attribute will
then appear under Selected Attributes.
Equipment – Attach File
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Attach File – Here you can attach a file associated with your equipment item, such as a Safety or
Instruction Manual pdf or word document. See how this is done in the steps below.
Click the Attach File link. A window will appear. If the file is on your hard drive, then you can browse
to where your file is located. Once you locate your file, you will click the Upload button, and the file
will then appear under the Attached Files Link.
Equipment – Service Location
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Service Location – Again, you can assign a Service Location to an Asset. For example, if you have
a company truck that is stored/located with the truck fleet, but for servicing, it goes to the truck
service bay, this would be considered its Service Location. Click on the Service Location link. A
pop up window with the Location Tree will appear. Click the Location you would like to select as
your Service Location. It will then appear under your Service Location.
Equipment – Warranty
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Warranty – Add a Warranty to your equipment item. Click on the Warranty link. A pop up will
appear. Fill in the Required information. Click the Save button.
Equipment – Financial Tab
Financial Tab - Account Codes, Replacement Cost, and
Warranty information.
• Account Code – The account code
associated/tied to this equipment item.
• Contractor – This is a free text field. You
can Include if there is a Contractor involved
with the equipment item.
• Purchase Date – Useful for reporting on
equipment replacement cost budgeting.
• Purchase Price – Price at time of Purchase
• Replacement Cost – Estimated cost to
replace the item. (Take into account the
Installation and Labor within the
Replacement cost)
• Estimated Replacement Date – Anticipated
date Equipment will need to be replaced.
• Warranty Expiration – Keeps track of when
the warranty is up, and equipment needs to
be replaced.
• Installation Date – Date Equipment
Installed at Facility
Equipment – Additional Tab
Additional Tab – This tab will house any Extended Properties associated with this equipment record.
Here are some examples of Extended Properties
• Belt Size
• Horse Power
• Voltage
• Amps
• Wattage
• Filters
• Etc.
Equipment – Schedule and PM Tabs
Schedule Tab – You can create a Schedule for this Asset/Equipment Item, such as downtime or out of
Service.
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PM – This lists the PM Projects that the Equipment Item is on.
Equipment – Inspections, Notes and Kits Tabs
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•
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Inspections – This tab will show any Inspections have been performed on this Asset/Equipment
Item.
Notes – Any Notes associated with this Asset/Equipment Item can be added here.
Kits – Kits are tool kits that are used to perform the maintenance on this equipment item. You
can create a Kit by clicking the ADD KIT link. Then select the items you will need for this tool kit
from Inventory. For example, say you need to perform quarterly maintenance on one of your
Fleet Trucks. You will need inventory items like an oil filter, an air filter, washer fluid, and
antifreeze. Add these items to your kit. In this scenario a Qtr Fleet Truck Maint. Kit is already set
up and ready to add.
Adding a Kit to an Asset – Click the ADD KIT link, fill out the form fields, and click Add Item.
Adding a Kit to an Asset Continued…
Equipment – History Tab
History – Sprocket tracks any changes that are saved to an Asset.
Equipment – Equipment and Warranty Types
Equipment Types – Here you can manage and create new Equipment
Types or additional classification names for your Asset(s).
Warranty Types - Here you can see different Warranty
Types, as well as enter a New Warranty Type. The System
Default Warranties are Manufacture and Extended.
SECTION FOUR
Creating Preventive Maintenance
Procedures
Preventative maintenance is important to the health of a facility. Effectively conducting PMs can
save a company thousands of dollars in labor and machine maintenance. Sprocket can help an
administrator easily set up PM schedules for three different assets: People, Locations, and
Equipment. In this section we will cover:
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Request Codes (Procedures)
o Materials
o Files
o Inspections
o Usage
Preventive Maintenance – Request Codes
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Request Codes for PM Procedures and
Details - The Request Code carries the
values that will be populated on the PM
Work Order when generated. This will
typically include the PM Procedures,
Estimated and/or required Materials,
Estimated Labor, and other pre-defined
details.
Here is an example of a PM Request Code.
You will define your procedures according
to your Asset and its Schedule for
Maintenance. In the example the Asset is
Fleet Truck, and its Schedule is Quarterly
Maintenance.
Preventive Maintenance – Request Codes
Details of Request Code
• Estimated Hours– This field requires an
approximate hour(s) to complete your
Request Code Procedure. Includes travel
time, prep, actual work, and travel time
back. Note that this field is required
• Procedure Hours – “Wrench Time”.
How long the actual procedure takes to
perform.
• Estimate Material Costs – Allows for
Amount in Materials for this Request
Code
• Account Code – Your designated
Account Codes associated with the
Request.
• Project Account - This allows for
account codes based on Projects.
• Event Account – These are used if you
have Events at your facility, for example;
Basketball games or concerts at say a
University Events Center.
Request Codes - Dispatching Options and Action Logs
Action Log Rules – Action Log Rules
provide the ability to automatically
assign an Action Log and Employee
based on what information is on the
work order.
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Disabled - Pulls Employee From Request Code or leaves the Employee
field blank
Follow Last Assignment - Uses the employee that was assigned to the
most recent Work Order with the same Request Code
Avoid Last Assignment - Uses the same criteria as the Standard heuristic,
but deducts 256 points for the Employee that was most recently assigned
to a Work Order with the same Request Code
Standard - Matching criteria are given a point value. The employee with
the highest points will be automatically assigned to the Work Order
Action Log - Action Log dispatching simply pulls the Employee from
Action Log. If the Employee is not specified, the heuristic will fall back to
the Standard heuristic.
Equipment System ID – This is used to tie your request code to your
Equipment System Parent or Child.
Action Logs are another way of viewing
work orders. They allow your Sprocket
system to filter and automatically
dispatch incoming work orders based on
specified criteria. An Example of Action
Log use: If you always assign work orders
with location “X” to employee “Y” then
you may create an action log for
employee “Y” that lists all work orders
for location “X
Example: You may create an Action Log
Rule that would dispatch work orders
that have a specific location, Request
Type, Customer to route to a specific
employee and action log. You can also
use action logs rules to route work based
on work shifts.
Preventive Maintenance – Request Codes
• Other details for Dispatching, Priority and Accounting
These fields below can be used for Dispatching, Prioritizing, or for Accounting purposes. For example,
you can dispatch this Request code according to Craft or Shop, or by Employee.
Require Supervisor Approval – Means
the request requires approval by a
supervisor.
Require Supervisor Assignment –
Requires Assignment by a Supervisor in
order to begin the work.
Is PM Request- This request is
Preventive Maintenance related.
Preventive Maintenance – Request Codes
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Procedures – The detailed instructions for the work that needs to be done.
In the Request Comments text box is where your Request Codes Procedures need to go.
Preventive Maintenance – Request Codes
Materials Tab
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Materials – Materials needed for this Request Code – The following steps will show how to add a “Kit” to your
Request Code. A Kit is essentially a Tool Kit needed to perform the work for this Request Code. For Example, the
Fleet Truck Quarterly Maintenance Request Procedures are as follows: So you would need these Materials an
Oil Filter, 3 Quarts of Oil for Oil level check, maybe a Screwdriver, or a drill, etc. These items will make up your
Kit.
Procedures
Change Air Filter
Drain Oil
Fill Oil (3 Quarts)
Check Washer Fluid
Check Coolant Level
Example Materials for Kit
Oil Filter
3 Quarts of Oil
Screwdriver
Portable Drill
Air Filter
Enter your kit item from your Inventory,
Storeroom. Enter Quantity needed, and
Select Recommended for the item, or
Required. This is tied to your inventory. If
marked as Required, this item will be pulled
and reserved in Inventory so no one else
can have the part. Required essentially
reserves the part.
Preventive Maintenance – Request Codes
Files Tab
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Files – In this Tab you can attach files associated with your Request Code, such as a Safety
Manual, or a User Manual that may be needed to perform this Request.
Preventive Maintenance – Request Codes
Inspections and Usage Tabs
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Inspections – Any Inspections that need to be attached/assoc. with this Request Code. When an
inspection is required, this means the Inspection must be completed before the Work Order can
be closed, or signed off on.
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Usage Tab – This will show you all
the Work Orders and PM Projects
using this Request.
SECTION FIVE
Creating and Managing PM Projects
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Creating a PM Project – PM Project Wizard
o Adding Assets to PM
o Adding Schedules to PM
o Adding Request Codes to PM
o Creating a New Request Code within the PM Project Wizard
o Inspections attached to the PM
o Adding Kits to a PM
o Work Orders assigned to the PM
o PM Load
Managing Existing PM Projects
Creating a PM Project – Step 1 Project Details
Step 1: Project Details
Name
Enter a Name and Description that will
help others identify the purpose of this
PM project. Note: Sprocket will replace the
Name of this PM with an Auto Number, so it
doesn’t really matter what is entered into this
field, however; It is always good to get in the
habit of concisely naming scheduled events in
Sprocket. So, for that reason we will name it
Air Compressor Semi Annual
Emulate Sequencing- Allows you to have multiple schedules tied
to different procedures on one PM Project, that will only generate
the least frequent Schedule when the multiple schedules land on
the same recurrence.
Recurrence Type
Automatic: PM will generate
automatically according to its schedule
Manual: PM does not automatically
generate
Enable On
The date the PM will begin
automatically generating
Disable On
The date the PM will stop automatically
generating. Manual generation will also
stop working after this date
Helpful Tip: When you name your PM, you should copy the name to your clipboard
by highlighting the Name and use Ctrl C to Copy, and later Ctrl V to paste, as you will
be utilizing the name again throughout the PM Project creation process.
Creating a PM Project – Step 2 Adding Assets
Step 2: Adding Assets – Based on Equipment,
Locations, People
1.
2.
Select an asset type from the drop-down.
Use the Auto-Completing textbox, or the
lookup, to find a specific asset
3. Click on the Add Button
Up/Down Links
Use Up/Down links to arrange your assets. This
will affect the order that Work Orders are
generated for these assets
Edit Link
Click the "Edit" link if you want to make changes
to an asset. You will lose your changes by
clicking "Edit"
Remove Link
Click the "Remove" link to remove an asset from
this PM Project.
*Note: You can also create New
Assets on the fly within your
current PM Project
Creating a PM Project – Step 3 Create your PM
Schedule
Step 3: Create your Schedule
Name:
Select a name for this Project Plan
Start Date:
The date that your Project Plan is scheduled to begin.
Recurrence:
Pick a recurrence pattern that best suites the needs of this PM Project Plan Possible recurrence patterns include
Recurrence Range:
• No end date - will create a schedule that repeats forever
• End after: ‘X’ occurrences - will create a schedule that runs a specified number of times
• End By: ‘X’ - creates a schedule that ends on a specific date.
If you check the "Restart this recurrence cycle each year" checkbox, the cycle will begin on the Start Date of the year
following the last time this Project Plan was converted into a Work Order Project. Use this feature to create seasonal
PM Project Plans.
Creating a PM Project – Step 4 Add or Create your
Request Codes
Step 4: Add or Create your Request Codes
Schedule:
Select one of the schedules from the previous step to add Requests to
Request Codes:
Select a Request Code using either the lookup, or by typing directly into field. Then click "Add"
Request Grid:
The Request Code grid shows the Request Codes that you have selected.
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You can re-order the request codes using the "Up" and "Down" links
Edit the request code by clicking on the "Edit" link
Remove a request code by clicking on the "Remove" link
Choose a Predecessor to ensure that a particular request will not be scheduled to start before another request.
*Note: You can also create New
Request on the fly within your
current PM Project
Remember to Click
Save and Exit
Creating a New Request Code
within your PM Project
Creating a New Request Code
Here is an example of a PM Request Code. You will define your procedures according to your Asset and its
Schedule for Maintenance. In the example the Asset is Fleet Truck, and its Schedule is Quarterly Maintenance.
Creating a New Request Code
within your PM Project
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Procedures – The detailed instructions for the work that needs to be done.
In the Request Comments text box is where your Request Codes Procedures need to go.
Creating a New Request Code
within your PM Project
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Materials – Materials needed for this Request Code – As we learned earlier when creating Request Codes, you
can add items from inventory in order to complete the work on this PM Projects Request Code.
Creating a New Request Code
within your PM Project
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Files – In this Tab you can attach files associated with your Request Code, such as a Safety
Manual, or a User Manual that may be needed to perform this Request.
How to Manage and Edit Existing PM Projects
How to Manage and Edit Existing PM Projects: Go to Scheduling > PM Projects and select the PM you want to edit.
Select the Tab you want to make changes in. For example, to change or add another Request Code go to the
Requests Tab, and make your changes, Save and Exit.
Asset Management
& Preventive Maintenance
You have now learned about Asset Management & Preventive Maintenance. In our
next Session you will learn about Inventory Management & Purchasing. If you have
further questions, please contact your Sprocket Consultant.