Organisation structure covers many of the default integration parameters used downstream in 360° Strategic Asset management. By definition the organisation structure define all the rules how one organisation interfaces with another organisation within 360° Strategic Asset management, as well as how the stock reservation, billing, financial accounting, etc. will be done for a certain organisation or organisation unit.

Within the organisation structure functionality, the focus is on maintenance, service requests, equipment/operations management, contract management and the organisation allocation is driven by the organisational responsibility. All maintenance, operational and contract events within 360° Strategic Asset management are related to a 360° Strategic Asset management  Organisation. These events must be allocated to an organisation and the organisation “supply” a vast amount of the defaults used in the creation of a new event.

Objectives

The following base configuration, policy and governance functionalities should be identified and done as pre-requisites for the major processes as part of the optimal use of 360° Strategic Asset management product.

  • Create, define Account setup for Customers (Project Integrations = ON)
  • Create, define Account setup for Organisations (Project Integrations = ON)
  • Create, define Ageing period definitions
  • Create and maintain Characteristics groups/Characteristic Actions/Characteristics
  • Setup of currency for billing, financial accounting
  • Create item state conditions for items, components working order
  • Create Statuses codes. The Base Status function is used to maintain the various status types, subsequent statuses, other status related conditions and stages.

How to for - Account setup for Customers

Definition of Account Setup for Customers

The Account setup is created once the Customers are created in the Customer Module and synchronized to the Resources in 360° Strategic Asset management.

This function is used to setup the system accounts to be used on the customers accounts for the organisation when submitting financial transactions. At least one record should be set as the default value at all times. Define the accounts detail for the external for customers.

For more detail definition on the setup process, refer back to Default account setup for customer

Note

A pre-requisite to create a base account record for a customer, ensure that customers were created in Sales Ledger > Customers (if AX integration is ON) and that the integration process have run to update the 360° Strategic Asset management Resource table.

How to create an Account Setup for Customers

Follow the following path to open the form : Strategic Asset Management > Setup > Base > Account setup for customer

1.      Click New button to open the create new form for creating the account setup.

2.      The following is an example for the Account Setup for Customers Form and fields.

 

3.      Click in the Customer field and choose from the available list of options the Customer for the account setup. If the customer do not exist, go to Sales Ledger > Customers (If ERP integration is ON) to create a new customer. The integration update process will run to update the Resource form with the new customer detail. If not, right click on the field, go to View details, the Resource form will open and the Customer can be created.

4.      Click in the Account type field, and select the account type from the available list of types. (For maintenance management = always Maintenance.

5.      The following fields under the General fast tab can be selected, but the more detail that are added, the more account setups are need for every scenario.

Click Object code field, to add an object to for this account type. This field is usually blank. The Structure code field, will defaulted in from the object structure table.

Click in the Specific ID field and select from the list of available list of specifics for the selected object code. This will only be selected if an object code was selected.

Click in the Resource type field, select from the list of the type Customer/Client.

Select the Resource code field from list of resources to define Customer.

6.      Click the Fast tab: Project Information to expand/collapse.

Project group field is selected from a pre-defined list of project groups that were define in the Project Management Module of AX.

Project contract ID field is selected from a pre-defined list of project contracts that were setup in Project Management. If a value is selected it will be used as default, but it is not mandatory to select a value at this time.

Project ID field is selected from a pre-defined list of the different project ID, but the field can be blank.

Project Type field is selected from a pre-defined list of the different project types, but the field can be blank.

7.      Category

Hour category field is selected from a pre-defined list of the different categories, and select the value "Labour" for this category. Cannot be blank, because then the journals for invoicing will not work. This category will be used LABOUR on the lines for maintenance, contracts, operations, etc.

Item category field is selected from a pre-defined list of the different categories, and select the value "Spare" for this category. If this field is left blank, the posting of journals will then use other default settings to post the items that can result in wrong journal postings against the project. This category will be used for ITEMS on the resource lines for maintenance.

Fee category field is selected from a pre-defined list of the different categories, and select the value "Fee" for this category, but can also be blank if the category is not used.

Expense category field is selected from a pre-defined list of the different categories, and select the value "Expense" for this category, but can also be blank if the category is not used.

8.      Default line properties

Charge field is selected from a pre-defined list of the different default line properties, and select the value "Charge" for this line property. Cannot be blank, because then the journals for invoicing will not work.

Non chargeable field is selected from a pre-defined list of the different default line properties, and select the value "No Charge" for this line property. Cannot be blank, because then the journals for invoicing will not work.

Overtime field status should be defined that the transactions is attached to.

9.      Click the Fast tab: Account to expand/collapse.

Execution type field is selected to define the execution process.

Contract type field is selected to define the contract process.

Inventory account field that will be used, it can be "ALL" accounts or only the revenue or consumption.

Main account field that will be used as default main account for posting in ledger.

10.  Click the Fast tab: Dimensions to expand/collapse.

Contract Specific, Execution Specific and Specific fields will automatically be added.

Cost Center field is selected to linked the cost centre to use for default dimension value.

Department field is selected to linked the department to use for default dimension value.

Expense Purpose field is selected to linked the expense purpose to use for default dimension value.

11.  Save the record by pressing CTRL+S.

How to for - Account setup for Organisation

Definition of Account Setup for Organisations

The Account setup is created once the Organisation structure is created in the Object Definition and Object Structure.

This function is used to setup the system accounts to be used on the accounts for the organisation when submitting financial transactions. At least one record should be set as the default value at all times. Define the accounts detail for the accounting organisation (departments) within the organisation.

For more detail definition on the setup process, refer back to Default account setup for organisation

Note

A pre-requisite to create a base account record for an accounting organisation, ensure that organisations were created in Object definition and structure.

How to create an Account Setup for Organisations

Follow the following path to open the form : Strategic Asset Management> Setup > Base > Account setup for organisations

1.      Click New button to open the create new form for creating the account setup.

2.      The following is an example for the Account Setup for Organisation Form and fields.

 

3.      Click in the Organisation field and choose from the available list of options the accounting organisations for the account setup.

4.      Click in the Account type field, and select the account type from the available list of types. (For maintenance management = always Maintenance.

5.      The following fields under the General fast tab can be selected, but the more detail that are added, the more account set ups are need for every scenario.

Click Object code field, to add an object to for this account type. This field is usually blank. The Structure code field, will defaulted in from the object structure table.

Click in the Specific ID field and select from the list of available list of specifics for the selected object code. This will only be selected if an object code was selected.

Click in the Resource type field, select from the list of the type Customer/Client.

Select the Resource code field from list of resources to define Customer.

6.      Click the Fast tab: Project Information to expand/collapse.

Project group field is selected from a pre-defined list of project groups that were define in the Project Management Module of AX.

Project contract ID field is selected from a pre-defined list of project contracts that were setup in Project Management. If a value is selected it will be used as default, but it is not mandatory to select a value at this time.

Project ID field is selected from a pre-defined list of the different project ID, but the field can be blank.

Project Type field is selected from a pre-defined list of the different project types, but the field can be blank.

7.      Category

Hour category field is selected from a pre-defined list of the different categories, and select the value "Labour" for this category. Cannot be blank, because then the journals for invoicing will not work. This category will be used LABOUR on the lines for maintenance, contracts, operations, etc.

Item category field is selected from a pre-defined list of the different categories, and select the value "Spare" for this category. If this field is left blank, the posting of journals will then use other default settings to post the items that can result in wrong journal postings against the project. This category will be used for ITEMS on the resource lines for maintenance.

Fee category field is selected from a pre-defined list of the different categories, and select the value "Fee" for this category, but can also be blank if the category is not used.

Expense category field is selected from a pre-defined list of the different categorises, and select the value "Expense" for this category, but can also be blank if the category is not used.

8.      Default line properties

Charge field is selected from a pre-defined list of the different default line properties, and select the value "Charge" for this line property. Cannot be blank, because then the journals for invoicing will not work.

Non chargeable field is selected from a pre-defined list of the different default line properties, and select the value "No Charge" for this line property. Cannot be blank, because then the journals for invoicing will not work.

Overtime field status should be defined that the transactions is attached to.

9.      Click the Fast tab: Account to expand/collapse.

Execution type field is selected to define the execution process.

Contract type field is selected to define the contract process.

Inventory account field that will be used, it can be "ALL" accounts or only the revenue or consumption.

Main account field that will be used as default main account for posting in ledger.

10.  Click the Fast tab: Dimensions to expand/collapse.

Contract Specific, Execution Specific and Specific fields will automatically be added.

Cost Center field is selected to linked the cost centre to use for default dimension value.

Department field is selected to linked the department to use for default dimension value.

Expense Purpose field is selected to linked the expense purpose to use for default dimension value.

11.  Save the record by pressing CTRL+S.

How to for - Characteristics

Definition of Characteristics

Characteristics are user definable elements used to add more detail to the generic and specific instances of any object managed with the 360° Strategic Asset Management    Suite. Use this form to create and maintain all the different characteristics. Characteristics are defined for object types such as Vehicles, Mines, Plants, Attachments, etc. and then used to give more definition to a specific instance of the object type. This form is therefore used to allocate generic characteristics to an object type. (For example: Location is an object type, and GPS (Global Position System Coordinates) can be defined as a characteristic, or an object type is a “human” and you might want to capture the “height” and “date of birth” as characteristics.) Characteristic groups are the grouping of specific characteristics that belong together.

For more detail definition on the setup process, refer back to About Characteristics

How to create Characteristics

Follow the following path to open the form : Strategic Asset Management > Setup > Base > Characteristics

1.      Click New button to open the create new form for creating the characteristic.

2.      The following is an example for the Characteristics Form and fields.

 

3.      Click in the Object type field and choose from the available list of options the object type for which a characteristics will be created.

4.      Click in the Characteristic type field, and select the type from the available list of types. This define where the characteristic will be available and be used. (For example: as an object type, execution action, etc). When the characteristic type = object type it will be available for use when specifics are created.

5.      Add Characteristic code that will define the characteristic. (The codes are predefined in the characteristic code table.)

Characteristic description will be automatically added from the characteristic code information.

6.      Click the Fast tab: General to expand/collapse.

Select the Characteristic class to define the characteristic behaviour of the fields. (For example if you select a class of Lookup then you have to create lookup values in variable section.) Each class will have different criteria and behaviour.

7.      Click the Fast tab: Indicators to expand/collapse.

Tick the Print indicator should this be printed when the characteristics are part of a report. On the operational data this characteristic will only be printed if it has been set.

Tick the Include on top and then this characteristic will be automatically defaulted into top level of the object.

If the Specific indicator is ticked then this characteristic will be associated with each specific object of the selected type and thus be available for data capturing. If not selected, the characteristic is defined for an object only. If this has been set it will be defaulted to the specific execution or incident.

If the Mandatory indicator is ticked then feedback will be mandatory on this characteristic.

8.      Click the Fast tab: Variables to expand/collapse.

The variables will be created according to the characteristic class that was selected for this characteristic and this will handle the behaviour of the field. (For this example the Air conditioner characteristic class = Lookup and the variables are Yes or No that will indicate if the object type = vehicle has an air conditioner or not.)

9.      Save the record by pressing CTRL+S.

How to for - Status Configuration

Definition of Status configuration

The Base Status function is used to maintain the various status types, subsequent statuses, other status related conditions and stages. The use of the Status Codes in each business process enforces certain business rules, as defined by the user. The business rules applicable to the different processes ensure that best practices are executed within the applicable sub-module. The progression of the different business processes are defined by the allocated status sequence set up for the specific Status Type.

The system is released pre-configured with various status codes. The user can change the interaction between these codes but not the codes itself. The user can for instance configure he sequence and loops between statuses. In addition stages can be defined within a Status. No formal business logic is attached to a Stage and the latter gives the user more control of his process. During implementation it will be possible to attach certain business logic (such as “Alerts”) to user defined stages.

In general it is proposed that users do not change the existing status codes, but to merely select which codes are to be used and the sequence between these codes.

For more detail definition on the setup process, refer back to About Status configuration

How to setup status configurations

Follow the following path to open the form : Strategic Asset Management > Setup > Base >Base Status

The following steps will be repeated for the creation of any of the statuses. This will define then all the statuses for a functional area. Repeat the create steps for all the functional types, for example = Execution Specific, Contracts, Contract Specific, Operations, etc.

1.      Click New button to open the create new form for creating the status configuration.

2.      The following is an example for the Status Form and fields.

 

3.      Click in the Status type field and choose from the available list of options the status Execution to start creating the different statuses.

4.      Click in the Status field, enter the first status. In the example image are the different Execution statuses that will be used.

Add Status description that will define the status.

5.      Click the Fast tab: General to expand/collapse.

Click in the Sequence field and enter the sequence number for this specific status. The sequence number will define the order of status changing for an execution work order. Status progression may only be performed to a status with a higher sequence.

6.      Select the Loopback Code from the available drop down. This will define that if a status change is allowed, then the loop back is the previous status that the record can go back to.

7.      Tick the Default Indicator only if the status is the default status in which all records will be created.

Tick the Visible Indicator to define if the records with the specific status code are visible for the users or not, for instance the status Cancelled will not be hide for the users.

If the Cancel Indicator is ticked then field identifies the status as being the cancelled status for a specific status type. Only one status per status type may be identified as the cancelled status. The default status may not be the cancel status.

If the, Must-have-reason Indicator is ticked then this identifies that the status has to have a reason added when a record is changed to this specific status.

8.      Select a Colour from the available drop down. This will define that if this status is used, the record will be indicated by this colour. (For example if the colour = blue is select for status = approved then all records in that status mode will be blue in the execution register.

9.      Save the record by pressing CTRL+S.