Maintenance Configuration Process (End-to-End)

Objectives: Gain an understanding of the steps required to successfully configure Brightly Assetic for Maintenance management and the key configuration items, and their dependency on other system elements (such as the Asset Register).

Prerequisites:To successfully undertake end-to-end maintenance configuration, depending on the task to be performed, a user will require either (or all) of the following roles:• Maintenance Admin• Asset Admin, Asset Manager or Asset Officer*• Client Admin*** Admin roles are required to setup Users and Resources within the Admin module which are required on Work Requests and Work Orders.**Access to update Asset Register data may be required if Asset attribute updates are required to support Maintenance Management (such as applying Maintenance Asset Type and Sub Type, Work Group, or Asset Criticality).

To successfully configure Assetic Maintenance, the following process steps should be followed:

Step 1: Configure Users and Establish Resources

User Establishment

All users that require a login to the system must be configured in Assetic as a user. This includes anybody that requires a login via a mobile device (such as an asset maintainer or inspector).

ClientAdmin users can create new Assetic users in the Admin > User Management area.

In some instances, a shared user account can be established which would allow login for multiple users (i.e. a work crew). This may be the case if a device is shared between staff and they have a device login account. However, it is generally recommended that each individual be created as 1 user for auditing purposes.

Resource Establishment

Resources are key to Maintenance Configuration, as Labour Tasks are assigned using the Resource Library in Assetic Maintenance. When a user is created in Assetic, a Resource is automatically created and linked to the user. A Resource can also be created in Assetic without being a user.

ClientAdmin users can create new Resources in the Admin > Resource Management area.

Resource preferences can also be configured for email notifications. These can be configured so that a Resource, raising Work Requests, is notified when the request transitions through its life cycle, or for resources referenced on Work Orders, email notifications can be configured to be sent when a Work Order is assigned and transitions to In Progress.

Step 2: Begin Maintenance Configuration

Work Group Establishment

Work Groups provide a way to restrict and filter data by regions or work zones in the Maintenance Module and Maintenance searches. They can be used to filter Work Orders in order to plan and schedule based on an area of responsibility. If a user is assigned to a Work Group, they can only see the assets that have that Work Group assigned to them while using Maintenance and Mobile.

Work Group configuration is managed by Mnt Admin users (or higher) in the Admin > Maintenance (Workgroup > Work Group) area. Details on how this is done can be found in this article.

A Resource can be assigned to multiple Work Groups. In some instances, there may be Resources from multiple Work Groups that maintain a specific asset. In this instance, the Resource(s) should be configured as a resource in each work group (see Work Group-Resource configuration).

Once configured, a Work Group will appear in the Work Groups field dropdown on an Asset's dashboard. Assets can be assigned to multiple Work Groups appearing in this list, and one of the Work Groups is designated as that Asset's Default Work Group.

Maintenance Asset Type and Sub Type Configuration

Assets can be classified by a Maintenance Asset Type and Sub Type. If configured, the Maintenance Asset Type can drive the Failure/Cause/Remedy codes, and Priorities that appear on a Work Order. Additionally, the Maintenance Asset Type can be a factor in the SLA response time of a Work Order. The Maintenance Asset Sub Type does not drive any functionality, but can be used as a reporting field.

Maintenance Asset Type and Sub Type configuration is managed by Mnt Admin users (or higher) in the Admin > Maintenance area. Further details on this can be found in this article. Maintenance Asset Type and Sub Types are not dependant on Asset Category.

Crafts and Work Task Units

Crafts are used to describe a specific type of work undertaken on a Work Order and could be thought of as an alternate name for a trade. Examples include Electrician or Plumber. One or more Crafts are added as line items on a Work Order under the Labour section. Resources must be linked to a Craft to be assigned to perform work on a Work Order.

Crafts configuration is managed by Mnt Admin users (or higher) in the Admin > Maintenance (Work Group > Craft) area.

Crafts also require Work Task Unit Types to be configured. This relates to the different rate types that are available for that Craft (e.g. Day Rate, Weekend Rate). If different rates are not applicable to Crafts, a single rate with a generic label can be configured (e.g. Hourly Rate).

Work Request Acknowledgement and Due Dates (Internal Service Level)

The Resolution Due Date field defines a period of days for a Work Request, from the initial creation date, in which it must be resolved. The default configuration is 7 days. This is a reportable field only.

The Acknowledgement Due Date field defines a period of days for a Work Request, from the initial raise date, in which it must be acknowledged. The default configuration is 3 days. This is a reportable field only.

Maintenance Admin (or higher) users can configure these in the Admin > Maintenance > Work Request (Internal Service Level). Further details about this process can be found in this article.

These dates are not linked to Work Order dates, however they can be reported on in conjunction with work order dates to determine if response times were adequate.

Work Request – Request Type

Items listed in the 'Work Request - Request Type' list (i.e. "Incident", "Problem" and "Change") are not configurable, however, it is possible to configure custom Request Sub Types within these predefined Request Types. The Sub Types can be used to filter requests and determine appropriate courses of action (i.e. progress through to Work Order, assign to department X etc.).

Maintenance Admin (or higher) users can configure these in the Admin > Maintenance > Work Request (Request Type) area.

The Work Request Sub Types are often configured to ensure the requests can be filtered by a relevant business unit or work area for action. If integrating to a CRM this field value will need to be mapped to an appropriate Customer Request field.

Work Group - Management Users

Any user that requires access to manage and schedule Work Orders will need to be assigned as a Management User against any applicable Work Groups. An absence of this field will stop a user from viewing and managing Work Orders that are not in their Work Group.

Maintenance Admin (or higher) users can configure this in Admin > Maintenance > (Work Group > Resources) area, on the Management User tab. More details on this process can be found in this article.

Users who are Work Group Managers, and are also assigned the Mnt Supervisor role, will have a ‘Manage’ tab on their mobile device. This will allow them to re-assign work orders for their Work Group from their mobile device*, and complete work for assigned resources.

*Note: this will not work if the management user is also assigned the Mnt Admin role.

Step 3: Configure Materials

Create Bill of Material (link Material Costing)

Materials can be configured with a unit rate and included on a Work Order to present an entire Work Order cost. Recording of material items also informs supply and vendor contracts to enable better market influence and vendor pricing. Note that to configure a bill of material item, the material type must first be setup in the system and linked to a relevant Simple Asset Type, as described below.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance (Bill of Material) area and more details about this can be found in this article.

It is recommended that materials be grouped into relevant simple asset types to allow reporting and searching for the material item when creating a Work Order. For example, creating a Simple Asset Type for Fasteners then configuring the materials as a list of 30 different fasteners which are stocked in stores or commonly used/available.

Create Material

A material item must exist for it to be linked to a Simple Asset Type. An example of a material used in Maintenance may be an “M16X1.5 100mm bolt” and this may be linked to a Simple Asset Type of “Bolts”.

Maintenance Admin (or higher) users can configure this in the Admin > Assets > Advanced Configuration (Material Type) area. More details about this can be found in this article.

Create Simple Asset Type

A Simple Asset Type must be configured and have materials linked to enable its use in Assetic Maintenance as a Material. Simple Asset Types are created with a specific Unit of Measure, any materials added to the Simple Asset Type will inherit the same Unit of Measure.

Assets Admin (or higher) users can configure this in the Admin > Assets > Advanced Configuration (Simple Asset Type) area. More details on this process can be found in this article.

Once a Simple Asset Type is created, it must be configured and linked to the relevant materials for them to then be available in Assetic Maintenance.

Step 4: Finalisation of Maintenance Configuration

Work Group – Group Resource Linkage

A Work Group must contain resources to assign work to. These are configured by adding a resource to the Work Group. If an Asset with a specific Work Group is added to a Work Order, only resources that are linked to that Work Group can be added.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > (Work Group > Resources) area, on the Group Resource tab. Further details on this process can be found in this article.

Work Group – Craft Linkage

A Work Group must have linked crafts. For Example:

A ‘Parks Maintenance’ Work Group may have the crafts of Mowing, Horticulture, Weed Control etc. If an Asset with a specific Work Group is added to a Work Order, only crafts that have been linked to that Work Group are available to add.

Assets Admin (or higher) users can configure this in the Admin > Maintenance > (Work Group > Resources) area. Further details of this process can be found in this article.

Resource - Craft Linkage

A resource must be linked to a craft to allow them to be assigned to that craft on a work order. The resource and craft must also be within the correct work group.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > (Work Group > Resources) area, on the Work Craft tab. Further details about this process can be found in this article.

A user may be configured within multiple work groups and may be allocated multiple crafts.

Service Activities

Service Activities are used when adding Services to a Work Order. Services can be configured so that much of the information is prepopulated when added to a Work Order. If configured, a service must contain a unit of measure and a unit rate.

Services can be used to group costs of an external service item, such as an ‘Air Conditioner Service’ or ‘Contractor Mowing’. The rate would typically include items such as plant, equipment hire etc.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (Service Activity) area.

When configuring this, users must determine if the service item includes labour, as a relevant resource (i.e. mowing contractor) would have a unit rate configured against them. This rate may be configured at $0 to ensure the total estimated cost is correct.

Failure, Cause and Remedy Codes (FCR)

FCR Categorisation can be set up for different Maintenance Asset Types to appear as a list of failures or defects that need to be captured when maintenance is done on assets. Failure codes have 2 levels – type and subtype, and each failure subtype can link to organisational service levels, driving response times for different types of corrective work. Causes are also recorded at 2 levels – type and subtype, while Remedies have just 1 level.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (FCR) area.

FCR definitions must be understood prior to configuration within the Assetic System. There is a default set of ISO Standard codes configured in Assetic, however, these are not applicable to all asset types and may not give the required reporting outputs. These codes are a key component to analysing and understanding an organisation’s assets. Failure behaviour patterns can emerge to determine factors such as “working” age, PM frequency, EHM parameters, decision models, and operational trade-offs. The following definitions should be considered when configuring the codes:

Failure Code: The failure code is the symptom of the problem. In other words, what looks or feels broken. An effective failure code provides a consistent and searchable method to explain why an asset failed.
Cause Codes: The cause code outlines what creates the problem. In other words, why did the problem occur.
Remedy Codes: The remedy code is the correction to the problem. In other words, what maintenance actions will fix the problem.

Work Order Priorities

Priority Categorisation can be set up for different Asset Types. Each categorisation is a list of priority levels 1-5 that correspond to response time in terms of hours. When a priority level is selected on a Work Order, the corresponding number of hours is added to the Work Order creation date to become the SLA (Service Level Agreement). The Priority Categorisations can be used in setting up automated response times for specific defects, and a default Priority Categorisation can be assigned to a Maintenance Asset Type. The Assetic Cloud Platform includes a default Priority Categorisation, and Admin Users can add further custom Categorisation as required.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (Priority >Categorisation) area. Further details about this process can be found in this article.

Work Order Priority Matrix

The Priority Matrix area allows the setup combinations of Maintenance Asset Types, Asset Categories, Asset Criticality, Failure Subtypes, and Priority items. This will ensure that Priorities and SLA Response Times are automatically populated if a Work Order is created, which fulfils the combination configured in the matrix.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (Priority >Matrix) area. Further details about this process can be found in this article.

The Priority Matrix is not mandatory to configure, however, it does allow the system to auto-populate priority and response times based on the relevant criteria. The Matrix can become very complicated and must be thought through prior to configuring.

Interruptions

Interruptions can be configured to capture asset downtime (such as service loss, service impacts etc.). These are configured for certain Maintenance Asset Types.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (Interruption) area. Further details about this process can be found in this article.

Maintenance Asset Type Configuration (Work Order)

The linking of Maintenance Asset Types with the relevant FRC Categories and Work Order Priority categories is done here. This will populate the relevant dropdowns for fields when an Asset with a configured Maintenance Asset Type is added to a Work Order.

Maintenance Admin (or higher) users can configure this in the Admin > Maintenance > Work Order (Maintenance Asset Type) area. Further information about this process can be found in this article.