A06 - Overview of Asset Specifications (MCU)
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Explore the various ways to create asset specifications. Learn how to standardize and track all types of asset data including work order/asset relationships and reporting.
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A06 - Overview of Asset Specifications (MCU)
- 1. MC University A06|Overview of Asset Specifications
- 2. MC University Agenda Asset Specifications Defined Creating Specifications Asset and Work Order Relationship Specification Reporting
- 3. MC University Asset Specifications Defined What are Asset Specifications? Adding Specifications to Assets Specification Popup Fields
- 4. MC University What are Asset Specifications? Track important measurements or describe features of an Asset • Track any type of data!
- 5. MC University What are Asset Specifications? (cont’d) Can be maintained at the Classification level • Improves efficiency and standardization
- 6. MC University What are Asset Specifications? (cont’d) Can be added to Work Orders as Tasks • Failure Work Orders can be auto-generated based on Task readings
- 7. MC University Adding Specifications to Assets New Specifications added through the Related Info tab Specifications sub-tab Add… button opens Specification Lookup to add one or more new Specifications
- 8. MC University Adding Specifications to Assets (cont’d) Category section of Lookup used to sort Specifications for selection Categories added at the Specification level
- 9. MC University Specification Popup Fields Important values should be defined for the Specification Popup prior to adding to Asset
- 10. MC University Specification Popup Fields (cont’d) Name field Automatically fills in upon selection of Specification
- 11. MC University Specification Popup Fields (cont’d) Value field used will depend on type of Specification • Text Value: Paint Color • Numeric Value: Mileage • Date Value: Asset Scheduled Time
- 12. MC University Specification Popup Fields (cont’d) Pre-defined Minimum, Maximum, and Optimal ranges used to: • Create Work Orders on failure • Alert users when reading is outside of range
- 13. MC University Specification Popup Fields (cont’d) Failure fields used to specify Work Order on Failure and Procedure used Track Changes indicator used for Asset Specification History by Location Report
- 14. MC University Creating Specifications Creating Specifications Overview Specification Lookup Creation Method Specifications Module Creation Method
- 15. MC University Creating Specifications Overview Create unique Specifications to fit business practice Two different creation methods: • Specification Lookup • Specifications Module
- 16. MC University Specification Lookup Creation Method New button used from Specification Lookup to open New Specification record
- 17. MC University Specification Module Creation Method Arrow next to New button opens Module Chooser New Specification record opens after Specifications module is chosen
- 18. MC University Creating and Adding New Specifications: Example Now let’s look at creating a new Specification using the Specifications Module Creation Method, and add it to an existing Asset!
- 19. MC University Asset and Work Order Relationship Asset and Work Order Relationship Overview Adding Specification Tasks to Work Orders
- 20. MC University Asset and Work Order Relationship Overview Specification tasks on Work Orders automatically update respective Asset Specification Record If Specification does not exist one is created for Asset
- 21. MC University Adding Specification Tasks to Work Orders Add Task... button linked to Tasks Lookup View options for All Specifications or Specifications (for Asset / Location)
- 22. MC University Adding Specification Tasks to Work Orders (cont’d) Defined range from the Asset displayed in Work Order Specification task
- 23. MC University Adding Specification Tasks to Work Orders (cont’d) Reading (Final) task section used to fill in reading Out of range reading prompts alert in Task Description
- 24. MC University Specification Tasks: Example Now let’s add a Specification Task to a Work Order, enter Task readings, and generate a Work Order on failure!
- 25. MC University Specification Reporting Specification Report Examples Overview Asset Specification History by Location Asset Specifications by Location Asset Specifications – Out of Range
- 26. MC University Specification Report Examples Overview Many base Specification Reports available Analyze and track important Specification data
- 27. MC University Asset Specification History by Location Report readings dependent on Track Changes? indicator All Value and Text changes are recorded
- 28. MC University Asset Specifications by Location Lists all Specifications and Asset relationships with Value and range data
- 29. MC University Asset Specifications – Out of Range Limit to Assets with a Numeric Value out of the defined range
Editor's Notes
- Introduction: In the following presentation we will be looking at Specifications that are added to Assets – including defining what Asset Specifications are, how to create new Specifications, the data that drives Specifications, Asset and Work Order relationships involving Specifications, and how to utilize Specification Reporting. Asset Specifications Defined: Defining what Asset Specifications are, uses of Specifications associated with Asset records, and an in depth look at the Specification Popup fields available to define Specifications. Creating Specifications: Steps and process for creating new Specification records. Specification Relationships: How Assets and Work Orders relate with Specification tasks. Specification Reporting: Specification reports examples.
- SECTION OVERVIEW
- Bullet 1: Specifications are added to Asset records to track important measurements, or to be descriptive in nature about features of the Asset. These generally must be measured and assessed, but can also be simply for historical purposes / storage of Asset information. For example, a Specification for a Truck could be to track MPG (measurement), or a building could have a Specification for Paint Color (descriptive). Sub-Bullet 1: Specifications can be used to track, quite literally, anything that your organization wants for your Assets! This is particularly handy when there is not a specific field on an Asset to match what type of information needs to be stored or tracked.
- Bullet 1: Specifications can also be maintained at the Classification level, which means that any Specification record listed on the Classification will automatically be added to any newly created Asset of this Classification. Sub-Bullet 1: This feature not only helps with manual entry (do not have to waste time adding Specifications to new Assets), but also helps to standardize data – ensuring that all Assets of a particular Class (grouping) have the standard Specifications defined by your Organization. Screenshots: Specifications can be added from the Classification Related Info tab. In this example, any new Asset with a Classification of Building will have these four descriptive Specifications added to the record. The new Asset record created for Classroom Building 03 North Quarter depicts this relationship, as the Class is added as Building, and subsequently the four descriptive Paint Specifications have been added to the record.
- Bullet 1: Once Specifications are defined at the Asset level, these same Specifications can be added to Work Orders as a Task. Bullet 2: If Maximum / Minimum levels are set at the Asset Specification level, Work Orders can be auto-generated for the Asset if values are entered into the Task outside of the set range. For example, the screenshots show how a Specification can be used on a Work Order as a task. The Work Order has been created to check the Temperature of the building. When the Technician has checked the Temperature, he / she can then enter in the value to the Specification task on the Work Order. This Value will transfer back to the Asset, and if it is outside of the specified Range a corrective WO will be generated.
- Bullet 1: New Specifications can be added to an Asset by accessing the Related Info tab, and Specifications sub-tab. The Specifications sub-tab is immediately displayed by default when first accessing the Related Info tab. Bullet 2: By selecting the Add… button, the Specifications Module Lookup will open allowing you to select one or more new Specifications for the Asset. The Specification Lookup lists all Specifications that are currently available to add to an Asset.
- Bullet 1: The Category section of the Specification Lookup will sort Specifications based off of the Category assigned to the Specification. This is extremely useful in situations where there are many pages of Specifications to look for and users are unsure of exactly the name to search for. Bullet 2: The Category used for this filtering on the Lookup is set at the Specification level, and the field is labeled “Category”. As shown as an example, this Specification has a Category of “Appliance” – so when navigating in the Lookup if “Appliance” is selected, than this Specification will show in the available selections.
- Bullet 1: Once a Specification is selected from the Specification Lookup, the Specification Popup will appear with options to enter many different values that will effect the definition of the Specification. For example some of these fields include a Text, Date, or Numeric value (depending on the type of Specification), acceptable ranges that are used for failure Work Orders, and the ability to track the changes of the Specification.
- Bullet 1: When selecting a Specification from the Specification Lookup, the Specification Name will automatically fill in, per the name that appears from the Specification Lookup. This is by default and is read-only, so this cannot be changed from the Specification Popup.
- Bullet 1: The Value field that is used will depend on the type of Specification – typically only one of these values is utilized for each Specification. Sub-Bullet 1: As an example, the Text Value field may be used when adding the Specification for Paint Color, as the value will be something like “Red”. Sub-Bullet 2: As an example, the Numeric Value field may be used when adding the Specification for Mileage, as the value will always be a numerical value like 15,000. Sub-Bullet 3: As an example, the Date Value field may be used when adding the Specification for Asset Scheduled Time, because the value will always be an actual date.
- Bullet 1: The Minimum / Maximum / Optimum values can all be pre-defined to be used for the following reasons: Sub-Bullet 1: To create Work Orders on failure, based on values being entered into the Specification Task readings directly on the Work Order, and the value entered being outside of the pre-defined range. Sub-Bullet 2: It can also be used simply to alert users when a reading is outside the minimum and maximum range, by showing the Numeric Value in bright red.
- Bullet 1: The Work Order on Failure indicator, when checked, will ensure that a Work Order is automatically generated when the value of a Specification Task is outside the defined ranges. A Procedure can be selected for the generated Work Order so specific Task lists can be designated for the corrective work. This feature, although very similar, functions differently than the Follow-Up Work Orders utilized through the Complete / Close for regular failed tasks. This separate feature is discussed in more detail in the Work Management track. Bullet 2: The Track Changes indicator is used to track the different readings, and the readings are viewed using the Asset Specification History by Location Report. This indicator and the Report are discussed in more detail later in this presentation.
- SECTION OVERVIEW
- Bullet 1: Although there are many standard, already stored Specifications in MC, there will be times where there are unique Specifications that needs to be created. The newly created Specifications will typically fit a business practice put in place by your organization. Bullet 2: There are two different methods for creating new Specification records – by utilizing the Specifications lookup when adding a Specification to an Asset, or directly from the Specifications Module.
- Bullet 1: After accessing the Specification Lookup when adding a Specification to an Asset, in the bottom right hand corner there is a New button. Selecting this will open up a new Specification record which can be filled out with any details necessary. After saving, this Specification will become available to add to any Asset.
- Bullet 1: Click on the arrow next to the New button in the upper left hand corner of the screen. This will open the Module menu, in which you will want to click on the Specifications at the very bottom of the menu. This will populate a new Specification record in the Work Center.
- SECTION OVERVIEW
- Bullet 1: A Specification Task can be added to a Work Order, which in turn when readings are entered into this Task can automatically update the respective Asset Specification Record. The Asset that is associated with the Work Order is the Asset that will be updated. Bullet 2: If a Specification Task is added to a Work Order and readings are entered, and the respective Asset does NOT have that Specification added to it, then a new Specification record will automatically be added to the Asset. This ensures that readings are not being added to Work Orders and not being recorded against the Asset by accident.
- Bullet 1: On the Work Order Tasks tab, there is an Add Task… button that links to the Task Lookup, where the Specification Tasks are stored for adding to Work Orders. Bullet 2: The view options are important from the Task Lookup, as the All Specifications view will show All Specifications stored in MC to add to the Work Order, OR view the Specifications already existing for the specific Asset / Location associated with the Work Order.
- Bullet 1: After selecting the desired Specification to add to the Work Order, this will populate a Specification task. If the Specification on the Asset has specific Minimum and Maximum ranges, these will be shown in the Task Description defined by Range in parenthesis.
- Bullet 1: The Technician can fill in the appropriate Specification Reading into the Reading (Final) task section. The value can either be typed in, or the dropdown can be used to select a numeric value. Bullet 2: Once the reading has been filled in and saved, if the reading is outside of the defined min / max ranges (from the Asset) the Description of the Specification task will show in red. This alerts the Technician the reading has been entered out of the defined range. Note: If a Work Order on Failure has been specified for the Specification, then once the Technician completes and closes the Work Order the Work Order will be generated.
- SECTION OVERVIEW
- Bullet 1: There are many standard Specification reports available within MC, as well as numerous ways to create unique Specification reports. The following examples of Reports may not already be available in your Database, but can be easily created. Bullet 2: The goal of using these Specification reports is to effectively analyze Specification data to track important data to your organization. By knowing how to efficiently track and understand Specification numbers and readings, this can lead to a highly organized, efficient business process in place.
- Bullet 1: For the Asset Specification History by Location report to function correctly, the Track Changes? Indicator must be selected on the Specification when added to an Asset. Changes to the specification will NOT be tracked on this report unless this is checked! Bullet 2: These Specification changes will be recorded for all Value and Text changes to the Specification and the Asset associated with it. This standard report is built specifically to track these changes.
- Bullet 1: The Asset Specifications by Location base report will list all Specifications and their associated Asset relationship. This report also shows the different values (if there are any) as well as ranges that have been set. Note: The Grouping and Sorting can be adjusted on this report, as well as the columns that are viewable on the Report. However, it does make the most sense to sort and group by Asset ID and Asset Name as this will allow you to view all Specifications that live within a particular Asset.
- Bullet 1: A Report can be created to keep track of Asset Specifications that are out of range from set Minimum and Maximum ranges. In this example, SQL has been added to the Where field on the Advanced tab to limit the records on this report only to the ones that have Values that are outside of the Minimum and Maximum ranges. Note: (Entered in the “Where” SQL field on the Advanced tab) AssetSpecification.ValueNumeric NOT BETWEEN AssetSpecification.ValueHI and AssetSpecification.ValueLow