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Asset Management

Mary Joy Manggao
  • Updated

Available to: Asset Profile Users

Permissions

For full details on user permission please read the User Management overview article. 

Table of Contents

Basic of Asset Management

Assets are utilized throughout the entire platform and are used as a centralized record so that users can quickly reference everything regarding the asset. Within an Asset Profile, you can view general information, components, work & documentation.

To navigate to an Asset Profile go to Resources > Equipment > Select an Asset

Exporting the Asset List

To export your asset list click export located right above the search bar to the left of the (+) icon. Once you select your export type a .cvs file will automatically download.

Export All

This option will export every asset.

Export Filtered 

This option will only export the assets that match the applied filters.

Exports include:

  • Asset Class
  • Serial Number 
  • VIN
  • Cost
  • Region
  • Make
  • Model
  • License
  • Miles/km
  • Hours
  • Operational Days Per Year
  • Operational Hours Per Day
  • Client
  • Code
  • Registration
  • Year Manufactured
  • Responsible Individual 
  • Supervisor
  • Fuel Consumption
  • Dependent Production Value
  • Asset Location 

Asset Filters

Asset filters allow users to quickly find or export assets by applying filters to the asset list. To create a filter select the Filter icon to the right of the search bar. You can use the below parameters to create your own custom filter. 

  • Status: Status can be found at the top right of the screen once an Asset Card is selected. The options include In-Service, Out of Service, and Sold. If marked Out of Service or Sold, the Asset can no longer be assigned to jobs, tasks, etc. 
  • Type: An Asset Type is a categorization of Assets. These may be anything from Cranes to Gearboxes. You may create and assign these types from the edit or create modal. Additionally, you may find this table in Settings > Equipment > Asset Types.
  • Class: A Asset Class is a subtype of the Asset Type. Examples are typically the capacity of Cranes or Forklifts. Create new classes in Settings > Equipment > Asset Classes.
  • Client: A single Client may be assigned to an Asset. These Clients may be filtered through and are assigned on the edit or create modal.
  • Location: Asset Location is the physical location of the Asset. Create new Asset Location Options in Settings > Equipment > Location.
  • Make: This is the Brand of the Asset. Assign the Make from the edit or create modal.
  • Model: This is the specific type of Asset from the Brand. Assign the Model from the edit or create modal.

Asset Hierarchy

Two hierarchies are available for Assets to better organize them. These are most commonly applied to Maintenance Programs but may also be leveraged for Operations if desired.  Asset Groups group assets into a higher order and may be assigned to any categorization desired while Sections and Components dissect Assets into a lower order. Sections are a distinct group of Components on an Asset. Components are the basic part which Tasks may be performed, such as inspector grease lube point(s). 

Asset Health

Asset health is a color rating system from 100 to 0 provided by the platform. The higher the number the better the health. Certain events will cause asset health to decrease. To view the health of an Asset navigate to Resources > Equipment > Select an Asset Card. The green, yellow, or red circle next to the Unit ID and Description on the top of the screen represents the health of the Asset. The number within the circle represents the health score. To set Asset Health rules navigate to Settings > Equipment > Health Rules (Beta) > Enable Asset Health or Edit. Optionally adjust the yellow value range within the color meaning section. Currently, four events will decrease the health score of an Asset. These include an Overdue PM Work Order, a Reactive Work Order has been created for this Asset, an Unplanned Downtime Event, and Overdue Reactive Work Order. For more information on how to set up PM Work Orders please review  Administrative Team Boards (Maintenance, HSE, and Operation) Setup. For more information on how to create a Reactive Work Order please review Team Board Management. Asset health is also available throughout the Asset Map.

Asset Group

Resources > Equipment > Asset Group. Asset groups allow you to group assets in a higher-ordered hierarchy. In these groups, you may map assets on an image. Review Asset Map for additional information. These groups are typically specific areas within a plant or regional areas. 

Asset Map

An asset map is available in Quick View > Asset Map. Utilize this map to track assets on an imported image, typically a map or schematic of a plant. Asset groups and Assets first must be set up before utilizing this map. Review Asset Group to set up groups. Review How to Add an Asset to set up Assets. Additionally, an Asset map allows you to visually track the Asset Health and Criticality of mapped Assets. Please note that asset locations currently do not track on imported images. 

Filters 

  • Asset Type: This field distinguishes Assets by their common characteristics. Such as Forklift, Crane, Truck, Semi, Debarker, Feeder, Blast Furnance, Bar Mill, Etc. Note that the Asset type will also determine the custom fields applied to an Asset. To create custom fields and view the asset type table navigate These are applied to assets in the Categorization section. 
  • Criticality: Criticality is applied to an asset in the Categorization section. 
  • Health: Review Asset Health for additional information
  • Map and List View: Toggle between map and list view. The map view allows you to see the asset in relation to the imported image. List view allows you to view the individual Asset Profile of each mapped asset. 

Adding an Image/Map and Assets to that Image

  1. Select an Asset group on the left side of the screen
  2. Click edit on the right section of the screen to attach a base map image to the group. 
  3. Click Upload Image
  4. Select an image from the file manager
  5. Click save changes
  6. Click Pin on the selected asset. If no assets are available you may add one by selecting the blue (+) button.
  7. Click on the image where you would like to place the pin. Drag and drop the pin if editing is required.
  8. Click Save Changes

General Information

Utilize this tab to quickly find information regarding the Asset. Much of this information may auto-update from Form Submissions, Task Completions, and assigning the Asset Location within the Operations Schedule. The updates may also create additional work orders or tasks if configured. To learn more see  Administrative Team Boards (Maintenance, HSE, and Operation) Setup.  Included below is the general information attached to an Asset.

Asset Image

Once an asset image is added, it will appear on the Asset Card. To add an asset image select the edit button on the top right and click upload. Only .jpg's and .png's below 20 MB are supported. 

Form Submission History

Review this list to find forms submitted with this Asset. Additionally, you may select the form to view the submission. The form must first be configured with a dropdown question and Asset selected under the Use Existing Items Setting before it will be recorded on the Asset.

General Section

The general section includes the following information. This information may be associated with a dropdown Asset question on a form template. Doing this would auto-update these fields on a selected Asset when a new form gets submitted. Year Manufactured and Notes are the exception and will not be available when building a form template. Many of these fields are also often tracked and updated via 3rd party sensors. 

  • Unit ID: The unit ID is the identifier along with the description that gets displayed throughout the platform. 
  • Description: This description is an identifier that gets displayed throughout the platform along with the Unit ID. PDF submissions on forms where the Unit ID is selected will also display this description. 
  • Make: This is the Brand of the Asset. You may filter by this information. 
  • Model: This is the specific type of Asset from the Brand. You may filter by this information. 
  • Serial Number: The serial number represents its position within the series of its creation of identical assets. 
  • VIN: The Vehicle Identification Number is a unique identifier. It represents the Asset's unique features, specifications, and manufacturer.
  • Miles/KM: This field records the Miles or Kilometers of an Asset. This field may be updated by a form or a Task completion on a Board. 
  • Hours: This field records the Hours of an Asset. This field may be updated by a form or a Task completion on a Board. 
  • Year Manufactured: Record the Year the asset was manufactured within this field. 
  • Notes: Optionally record additional notes on an asset. This is commonly used to distinguish very similar assets when needed. For example by color, person, relative location, nickname, etc.  

Categorization Section

This section distinguishes an Asset in the following categories.

  • Type: This field distinguishes Assets by their common characteristics. Such as Forklift, Crane, Truck, Semi, Debarker, Feeder, Blast Furnance, Bar Mill, Etc. Note that the Asset type will also determine the custom fields applied to an Asset. To create custom fields and view the asset type table navigate to Settings > Equipment > Asset Types. See Custom Fields for more information
  • Class: This field distinguishes Asset Types by their most important unique characteristics. Such as capacity (100 Ton, 18 Wheeler). To view the Asset Class table navigate to Settings > Equipment > Asset Classes
  • Region: This field assigns an Asset to a specific company region where applicable. Regions are typically other branches within a company.
  • Location: This field represents the physical location of an Asset either by GPS, Address, or a plant's grid system. This field may be auto-updated by a form if configured on a Form Template. To view the Asset location table navigate to Settings > Equipment > Locations
  • Group: This field represents the direct parent an Asset is assigned to within Asset Groups. 
  • Criticality: Optionally assign a Criticality to an Asset. This is occasionally utilized on a Report. 

Identifiers Section

  • License: Record the license number within this field. This is a permit that allows the company to operate the Asset. 
  • Registration Month: Record the registration month within this field. Optionally utilize this field within a report to quickly identify when registration comes due. 

Usage Section

  • Operational Days per Year: Typical working days in a year are 261. This tends to change by country, region, and company. Record the typical Operational Days Per Year to track downtime on a Report.  
  • Operational Hours Per Day: Operational hours per day vary by company. Record the Operational Hours Per Day on this asset to track downtime on a Report.  

Associations Section

  • External Reference ID: This field is important when implementing this asset into 3rd party software such as sensors. This ID most commonly allows you to map this asset to a sensor. 
  • Responsible Individual: Optionally record the responsible individual for this asset. 
  • Supervisor: Optionally record the supervisor to this asset. 
  • Client: Assign a Client to an Asset. This commonly limits this asset to display only when the assigned Client is first selected on a form. Additionally, this will limit the asset to display when dispatching a Job Assignment for the selected Client. 

Cost Section

Utilize these fields to track costs on a Report. 

  • Cost: This is the purchase cost of the Asset. 
  • Dependent Production Value ($/hr.): This is how much the asset costs to operate by the hour. 
  • Fuel Consumption (Gal/hr.): This is the cost in gallons of fuel by the hour. 

Files

Apply files to an Asset. These files should not include form submissions or Certifications. As such these are most commonly Manuals for the Asset.   

Custom Fields

When creating a custom field on an Asset, please note that they are determined by the Asset Type. To create a custom field on an Asset Type Navigate to Settings > Equipment > Asset Type > Select or Create an Asset Type.

  • Name: Name the Asset type. This name distinguishes Assets by their common characteristics. Such as Forklift, Crane, Truck, Semi, Debarker, Feeder, Blast Furnance, Bar Mill, Etc.
  • + Add Custom Field: Once selected, name the custom field, mark it if required, and select the input type. When marked as required you will be unable to save the Asset Profile until this field is filled out. Input types include text, number, email, date, and time. 

Components

Components represent the lower-order hierarchy of Assets. With components, you may group them into Sections or apply Board Tasks to them. Sections make up an entire asset whereas components make up sections. They are more commonly utilized in maintenance programs. To review all components and section navigate to Resources > Equipment > Select an Asset Card > Component. To add asset sections and components to Preventative Maintenance Programs please review Administrative Team Boards (Maintenance, HSE, and Operation) Setup.  Additionally, you may add components and sections separately. To do so navigate to Resources > Equipment > Asset Components.

Adding Asset Sections

Adding a section to an asset will allow you to group components. Additionally, you may number the sections on any given asset. To add a Section to an asset navigate to Resources > Equipment > Asset Sections > Add Asset Section.

  • Asset: Select an asset to create a section on it. 
  • Name: Name the section. This will be displayed on a Preventative Maintenance Program and on the Asset Profile under Components. 
  • Number: Optionally number the sections

Adding Asset Components

Adding a component allows you to record additional information on an asset. Utilize these fields to track this information on a Report. The following fields are available on a Component. Many of these fields are often tracked and updated via 3rd party sensors. 

  • Asset: Assign a Component to an Asset with this field. An asset must first be added to the system.
  • Asset Section: Assign a Component to an Asset with this field. Optionally create one here.
  • Application Type aka Component Type: A component type must be added to a Component. This field distinguishes components by their common characteristics. Examples include Gearbox, Engine, and Gasket. This is not to be confused with the component which is the specific individual component such as the upper engine or left-most gearbox.   
  • Description: The description of a component distinguishes it from other components of the same "Application Type" or Component type. For example Upper, left-most, blue, etc.  
  • Quantity: This field represents the number of components assigned to an asset or asset section if assigned to a section.
  • Number: This number identifies this component within the series based on the quantity field above.  
  • Make: This is the Brand of the Component. You may not filter this information. 
  • Model: This is the specific type of Component from the Brand. You may not filter this information. 
  • Cost (USD): This is the purchase cost of the Component. 
  • Rebuilt Cost (USD): This is the rebuild cost of the Component 
  • Electrical Energy Consumption (kWh): This is the amount of energy consumed by the component per kilowatt-hour. This is typically only tracked with 3rd party sensors
  • Fuel Energy Consumption (Gal/hr.): This is the amount of fuel consumed by the component in gallons per hour.  
  • Life Expectancy (Hrs.): This field represents in hours the length of time the component is expected to operate.
  • Age (Hrs.): This field represents the length of time in hours the component has operated. This is only updated manually or via 3rd party sensors.  
  • Add Files: Files supported include jpg, png, or pdf below 20 MB to the component. 

Work History

Asset Maintenance and Operations History can be found by navigating to Resources > Equipment > Select an Asset Card > Work. From this view, you must select between Maintenance and Jobs (Operations). 

Reviewing Maintenance History

Maintenance History is only tracked on Work Orders. Once an Asset is assigned to a Work Order you may view it on this tab. Optionally filter complete and incomplete Work Orders and the relative date that they were complete or upcoming. Review the Actual time these work orders have been open as well as the Parts Cost associated with them. 

Reviewing Operations History

Operations History is tracked when an asset is assigned to a Job Assignment. This may be done within Operations > Queues and Operations > Scheduling > Assets. Once an asset is assigned to a Job assignment or an assignment is completed, the history is displayed on this tab. Review the Job Revenue, Asset Revenue, and number of Assignments on the Job List. Optionally filter incomplete and complete Jobs. Job Revenue is the revenue tracked on the listed job and Asset Revenue is the review directly tied to the assignment the asset was assigned to.

Documentation

This tab allows you to view documents applied to the Asset whether they are Forms Submissions, Certifications, or Files Resources > Equipment > Select an Asset Card > Documentation

Submitted Forms

Within the Forms tab on a selected asset, you may review the forms submissions that the asset was assigned to. Select the dropdown to apply the relative date to when the form was first submitted. Once selected the forms will appear with colored circles and numbers within them. These circles represent the number of selections based on the selection type questions. See Digital Form Management Most commonly these represent failures, passing fields, and not applicable fields on inspection forms. 

Certifications

Asset Certifications that are assigned via our Certification Module will be listed here. Additionally, review the status and expiration date of the asset. Please review Certification Management for additional information. 

Attached Files

The attached files are typically images or manuals attached to the asset. If marked as public they will be available to view through our QR Code Public Portal. Keep in mind this does not include files attached to components in which components have applied the asset.

How to add an Asset?

There are multiple areas in the platform where you can add an asset. Each of these is available to not limit the workflow of the user. These include on the Asset Profile for Web and Mobile, PM Program Manager when creating a Preventative Maintenance Program, and on Forms Submissions for Web and Mobile. The typical workflow after selecting Add New Asset within these areas is to include all the desired information discussed in the General Information. Please note that Unit ID and Description are the only required fields unless custom fields are marked as required.  

Assigning an Asset a Job Assignment

Please review Creating Jobs and Dispatching Assignments for information on how to Assign an Asset to a Job Assignment

Assigning an Asset to a Task and Work Order

Please review the following articles for more information on assigning an Asset to a Task and/or Work Order.  Administrative Team Boards (Maintenance, HSE, and Operation) Setup.

Assigning an Asset to a Form

Please review Form Management for more information on how to include an Asset dropdown question field on a Form Template. Additionally, please review the same article to learn how to associate the assets fields to pre-populate question types and submit forms with assets selected on them. 

 

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