Code Tables - Configuration

Shops

Shop Id is a 4 character (alphabetic and/or numeric) code to identify a maintenance workshop or the body responsible for performing the maintenance activity.

1. Click the [+] sign adjacent to Configuration to view options

 

2. Click the [+] sign adjacent to Shops to view existing Shops

 

3. Click the New Code icon (circled in red) to open the Shop Id form

If a Shop/s already exist, click on any shop id, then select the ‘New’ button in the form

 4. Enter a valid Shop Id and Description

 

5. Click the Save icon to record your information

Note: 

Functions such as Parent Shop Id, Parent Asset, Cost Code and Originator are very site specific and are not required during an initial implementation.

6. Add another Shop Id as per the information below. DON’T FORGET TO SAVE

 

 7. Minimise Shops by selecting the [-]

 

Trigger Codes

A 4 character code (alphabetic and/or numeric) to identify a triggering mechanism for preventative maintenance standard activities.

When raising preventative maintenance standard activities, reference must be made to the method of triggering the activity by nomination of a valid trigger code. Trigger codes are also referred to when entering condition/meter readings for an asset.

8. Click the [+] sign adjacent to Trigger Codes to view existing Trigger Codes

  

9. Click an existing Trigger Code, followed by the New icon (circled in red)

10. Enter a valid Trigger Code, Description then set the Trigger Type to Interval as per the image below

 

11. Click the Save icon to record your information

Note: 

You can add as many trigger codes as required to meet with your maintenance strategies.

Trigger codes are used to record any type of readings required to trigger preventative maintenance such as Hours of Operation, Kilometres, Litres, Temperature and Thickness etc. or used simply to record statistical data for reporting and/or analysis.

12.  Minimise Trigger Codes by selecting the [-]

 

Resources Items

A 12 character code (alphabetic and/or numeric) to identify a specific type of resource required to perform maintenance tasks.

A resource item is typically a labour type such as Fitters, Technicians, and Electricians etc. However, resource items can also be assets/equipment such as Travel Towers, Excavators, Forklifts, Back Hoes and Bob Cats etc.

13. Click the [+] adjacent to Resource Item to view existing Resources

In a new database a code of ‘New’ will be visible

14. Click the New Code icon (circled in red) to open the Resource Item form

If a Shop/s already exist, click on any shop id, then select the ‘New’ button in the form

 15. Enter valid Resource Code information as per the image below

  

• Resource Code
• Description
• Resource Type
• Cost Element
• UOM
• Unit Cost
• SAVE

16. Click the Save icon to record your information

 Note:

You can add as many resources as required to meet with your maintenance assignment requirements.

When resource items are defined, they must be assigned a Resource Type code that identifies their general category. The code is used internally by SmartAsset during Job resource allocation and feedback to 'know' the category of resource.

• L – Labour only
• P – Plant item such as welder, compressor and generator etc.
• B – Both Labour & Plant item such as a crane, travel tower, back hoe or bob cat etc.

17. Minimise Resource Items by selecting the [-]

 

Originators

A 24 character (alphabetic and/or numeric) code to identify an authorised user of SmartAsset.

Originators are created by the system administrator. An originator name, network and authorisation level are assigned to the code. When accessing SmartAsset, the assigned originator network which must match a user’s computer credentials provides access. The authorisation level is used to restrict access to specific SmartAsset functions.

Any person requiring access to SmartAsset desktop, Browser or Mobile App or a person who is to be assigned to a maintenance task must be created as an Originator. 

19. Click the [+] adjacent to Originators to view existing Originators

 

20. Click on any Originator followed by the New icon (circled in red) to clear the form

21. Enter a valid Originator Code refer to the image below

The originator code would generally match the organisations naming convention

  

22. Enter a valid Name refer to the image below

SmartAsset sets no rules how a Name is to be entered. However, a standard naming convention should be implemented such as surname first as originator information is displayed numeric alpha order.

  

23. Set the Role Id (circled in red) which will automatically assign an Authority Level

   

 Note:

SmartAsset user access is based around user Roles which is assigned to every Originator. Each role discipline is set with specific actions to the functionality within the database to provide user permissions.

The user profile is read on Start-up.

Read    - Read only access. Fields are greyed out

Write    - Write access.

Omit     - Functionality omitted

N/A      - Functionality ‘Not Applicable’ in accordance with Role and licensing limitations.

24. Set the Default Shop for this Originator as per the image below

25. Set the Resource Code as per the image below

26. Set the Cost Element as per the image below

 

27. Click the Save icon to record your information

Please note, that when new codes are saved they are placed at the bottom of the list until the form has been refreshed.

Note:

If an Originator is associated with multiple shops for work related tasks, they can be included in the Shop String by replacing the % character.

To include multiple shops, the code must be entered separated by a comma as such: ELEW,MECH,PS etc.

This function is important for job management security.

If Supply Chain is implemented, Warehouse Id functions the same as Shop Id’s.

• Resource Code – used to assigned originators against maintenance jobs.
• Cost Element – used to categorise/group maintenance transaction costs.
• Unit Cost – used to calculate transactions

 28. Click the same Originator by clicking on the name

You may have to use the vertical scroll bar to locate your originator

 29. Click the Detail tab button (circled in red)

 

 30. Enter an Email Address if applicable as per the image below

31. Enter an Originator Network “THIS IS CRITICAL”

SmartAsset defaults the Originator Code to the Originator Network assuming that they are one of the same. The originator network is the company network name provided to users to access an organisations domain.

 32. Once the Originator/Details are completed, then select Save

Note:

If Asset Security is required to limit user access to the asset hierarchy, the asset security and asset start must be set.

If a user is required to access the Browser, a Password must be entered. Users can change their own passwords.

e.g. JohnDoe123! 

32. Click the windows close option  to return you to the Workbench

   

33. Minimise Originators by selecting the [-]

Note:

You can add as many Originators as required to meet with your organisational requirements.

If Code Tables is accidently closed, select the Code Tables button in the ribbon:

• Click the + button adjacent to SmartAsset
• Click the + button adjacent to Configuration

Job Result

A 4 character (alphabetic and/or numeric) code to identify the result of a performed maintenance task.

Job Results are mandatory during job completion.

Job Results are added the same way as every other code.

• Expand the code
• Click on any code to open the form
• Click the New button
• Enter your code
• Enter your description
• Add/Enter any other details
• SAVE

Library Types

Library Type is a 16 character alphanumeric code used to define a master definition for a set of electronic documents which share the same launching/viewing program. Individual documents for a nominated library type may be associated with individual assets, their related standard activities, jobs and purchase orders.

Typical project types would be;

• Docx
• Xlxs
• Dwg
• Jpeg
• Pdf
• Png

 

Note:

Library Types are added the same way as every other code.

• Expand the code
• Click on any code to open the form
• Click the New button
• Enter your code
• Enter your description
• Add/Enter any other details
• SAVE 

Priority

A 1 Digit number allocated to a maintenance activity to indicate the relative importance of that activity.

Typical job priorities would be:

1 – Urgent                                             1 – Urgent <8 Hours

2 – High                        OR                   2 – High < 24 Hours

3 - Medium                                           3 – Medium < 5 Days

4 – Low                                                 4 – Minor < 30 Days

                                                            5 – Low as Time Permits

 

Note:

Priorities are added the same way as every other code.

• Expand the code
• Click on any code to open the form
• Click the New button
• Enter your code
• Enter your description
• Add/Enter any other details
• SAVE

Project Types

A 4 character (alphabetic and/or numeric) code used to identify types of projects. Project types are used in the Project Management module.

Typical project types would be Capex and Opex etc.

Project Types are added the same way as every other code.

• Expand the code
• Click on any code to open the form
• Click the New button
• Enter your code
• Enter your description
• Add/Enter any other details
• SAVE