The asset code structure (hierarchy), is the backbone and most critical aspect of the database build. Considerable effort must be channelled to this function with the SmartAsset solution.
The asset code file is a table used to record information relating to all assets that require maintenance.
The asset code file is hierarchically structured such that nomination of a parent facility enables establishment of parent/child relationships between assets. Thus the organisational chart may be defined in maintenance terms consisting of major asset groupings such as production/process lines through items of plant and down to assemblies and components.
A 30 character code (alphabetic and/or numeric) used to identify an asset for which maintenance activities may be required.
Asset Codes are generally created by the Asset Manager and their specific naming convention is a major consideration during design
While SmartAsset imposes no specific structure for the asset code, it should be noted that if a structured approach is adopted, asset code copying is possible from generic items to specific items such that all components of a nominated generic asset may be automatically copied as components of the new asset including related reference data, descriptive text, parent coordinates and standard activity linkages.
- Do not include spaces in the asset code
- Design of the asset code with or without delimiters;
- Delimiters such as hyphens between levels of the asset code makes the visual viewing of the asset more depictive but lengthens the asset code
- Limited to a maximum of 30-characters
- Limited to 30 levels deep in the parent/child relationship
- Do not use special characters such as ~!@#$%^&*()\/,<>
Asset Hierarchy Logic Rules
When the asset parent/child relationship is created (hierarchy), the solution requires a set of rules to be followed to ensure the consistency of the database structural level is correct to maximise worklist and planning functionality.
Asset Status is used to identify the current status of an asset.
When asset codes are defined, they must be assigned a Status code that identifies their current disposition:
- A …Active
- D …Detached
- I …Inactive
- O …Obsolete
- R …Reference Only
- UN …Unavailable
An asset code will normally have a status of 'Active' which allows maintenance activities such as job requests, jobs and/or standard activities/preventative maintenance to be created.
Assets that are deemed trackable by serial number, are flagged as ‘Detached’ which is system generated. If the serial number has been rotated out of an asset and a new serial number has not been rotated back in, the asset is automatically set to ‘Detached’.
Assets that are flagged as offline are set to ‘Inactive’ which is system generated. When an asset has been flagged as Online, the status is automatically set back to Active.
Assets that are no longer in general use or have been removed from operation are set to ‘Obsolete’. Obsolete assets are generally moved to an obsolete asset folder for reporting purposes.
Asset codes may also be raised with a status of 'Reference Only' to indicate that the item may not be referenced as the subject of a maintenance job. This may be useful for group level asset codes or functional locations.
An asset code which is required to stop maintenance activities being recorded will have its status set to 'Unavailable' meaning that no maintenance activities such as job requests or jobs can be created. However, standard activities are allowed to be raised against this item but not converted into maintenance tasks.
For example, you may be creating a suite of new assets that are not yet commissioned but you want to setup its preventative maintenance regime in advance but you do not want users to create job requests and/or breakdown/corrective type maintenance. When the new assets are commissioned, the asset status can be updated to active.
Another example, is that you may mothball an asset/s for an extended time period and during this period you do not want unwanted maintenance tasks created.
Asset Level is used to identify the structural level of an asset within the defined organisational hierarchy/taxonomy.
When asset codes are defined, they must be assigned an Asset Level code that identifies their current structural level:
- GR …Group of Assets (functional location)
- UN …Specific Asset Unit
- CO …Component/Assembly of an asset
- RO …Rotable asset for serial number tracking
Assets with an asset level of ‘Group’, is used to group assets to enable a logical structure to be created in a parent/child relationship to enable navigation of assets to achieve an organisations maintenance planning, costs and reporting strategies.
The asset hierarchy/taxonomy can be viewed as per a family tree.
- A group can be child of a group.
- A group cannot be a child of a unit or component.
An asset with an asset level of ‘Unit’, means that this is your maintainable unit asset. This is the asset that you isolate are require to be scheduled for maintenance.
- A unit can be a child of a group
- All children assets of a unit must be a Component.
- A unit cannot be a child of unit
- A unit cannot be a child of a component
A mobile piece of plant/equipment will always be a ‘Unit’. i.e Haul Trucks, Dozers, Cranes, Excavators, Welders, Compressors, Fork Trucks, Vehicles and Hagglunds etc.
Fixed assets such as Conveyors, Pump Sets, Elevators, Lifts, and HVAC’s etc. would also be maintainable ‘Units’ as these assets require isolation to perform maintenance.
An asset with an asset level of ‘Component’ means that it is an assembly or a component of a maintainable unit asset.
- A component can be a child of a unit.
- A component can be a child of a component.
- A component cannot be a child of a group