Event templates play a critical role in the Organisation and scheduling of objects, materials, equipment and resources. This function is used to define a generic Event Template in terms of identification, duration, costs, status, frequency, etc. Events or standard contract lines must be defined for all tasks that are performed repetitively, for example a service that occurs on a monthly basis on the contract or that is standard on a contract cycle. Defined Event Templates are used as a library of tasks, which facilitate uniform tasks for budgeting and task history analysis. It is also a means to do life cycle planning.
For more detail definition and setup of objects, refer back to
Definition of Event
An event template determines the basic composition for a contract task to be used on an object or service type and contains information about required resources, activities and organisations that can perform the task. Once established, the template can be called and recalled from the library of event templates) instead of the registration of every single task as and when required. These defined tasks are used as standard templates to facilitate uniform tasks execution and task history analysis. It is also a means to do life cycle planning.
The source for an event template can be documentation such as maintenance manuals, technical instructions, service bulletins, modification, etc. Standard Maintenance Tasks must be defined for every event template. These defined tasks are used as standard templates to facilitate uniform tasks execution and task history analysis. It is also a means to do life cycle planning. Legislation in many instances is the driver of activities as the organisation must endure certain safety and quality steps have been performed. Legislation may further require that an independent person has to inspect and certify that the event has been executed in accordance with prescribed standards. Another instance is where your organisation has to be audited and certified by the client to work in accordance with certain international recognised standards e.g. ISO 9000 before an order is placed. The certification requirements of the organisation or a person can be linked to the event to ensure safety and quality rule.
The following functionalities form part of the Event definition.
- To define and setup event definitions which will be used within an organisation;
- To define and setup event types;
- To understand why and how to define then create event templates for an organisation
How to Setup an event template
Event definition is used to define the setup of default event templates regarding any instance or occurrence of tasks. Contract events can be a specified condition/action and the commencement of default proceedings. A contract event can in principle be all the standard tasks that occur on the contract during the cycle period of the contract. Every event can consist of a number of activities (procedure step). An event activity is an action to be performed by a person or the contract.
Example of event activities for vehicle rental on a standard contract:
- Delivery of vehicle (Billing normally in advance and once off)
- Monthly rental of vehicle (Billing as agreed in contract)
- Monthly usage (kilometers) (Billing as agreed in contract)
- Collection of vehicle
How to create an Event Definition
When defining the event definition for contract planning, the contract type can be defined as one of following types or selected Not Applicable:
Event templates can be classified as:
- Long or Short term rental
- Preventative maintenance agreement
- Long term rental with full maintenance
- Long term rental with preventative maintenance agreement
- Used rental
1. Click on the New button to create a event definition.
2. The following is an example for Event Definition form view.
3. Click in the field and add an event code, click field and add a description for the event.
4. Click the Fast tab: to expand/collapse.
5. Click in the field, select the option Contract.
6. The field is not applicable to Contract events.
7. The field is not applicable to Contract events.
8. Select the field to define the Contract for the events.
9. Select the field to define the frequency of invoicing of customers.
10. Click the Fast tab: to expand/collapse.
11. The setup indicators, forced and fixed indicators are not applicable to contract event templates.
12. The not applicable to the contract event.
13. The not applicable to the contract event.
14. Save the record by pressing CTRL+S.
15. Click the Event Object button to add objects for which this event will be scheduled. Multiple objects can be added to use this event template and the parameters setup for the event tasks.
16. Delete button if you want to delete a selected record. Important note to remember is that an event record cannot be deleted if it is linked to an event object. The event object and all related records and history must be deleted.
How to add an Event Object
Setup of Event Object
After object assets are identified and the hierarchy or structure of each have been defined, it is essential that pre-determined events are then defined in order to maintain, optimise and fully utilise their equipment. Industries will also need the capability not only to create and fulfill predetermined events but will also need the ability to create additional events pertaining to their physical assets which are of an Adhoc nature. (Adhoc is a Latin phrase which means "for this purpose", unscheduled.) No matter the event, key information is required to ensure the events can happen successfully and in the most efficient manner as possible.
Event Object Tasks should be defined for all tasks that are performed repetitively. The latter can include service tasks (for example: insurance, monthly rental, monthly usage, delivery, collection) which occurs frequently. For the explanation of the setup of event objects that are link to an event definition we will use the renting of a vehicle to a customer.
In the event definition task for a rental contract is setup of for example the creation of the rental of a vehicle event. This event has a number of actions against it that will define the standard service item lines. With the creation of event objects more than one object (vehicle, etc.) can be linked to an event template (definition).
In the event definition task for contract, the setup is for example the renting of a vehicle event. This event has a number of actions against it that will define the standard service item lines.
The event object has the following setup tasks:
- reflects the resource requirements/standard service items to be used to execute the event and is influenced by the requirements of the object (availability, serviceability). If the owner has insufficient capacity to support the equipment, certain selected support elements can be routed to other organisations or work can be performed by contractors and sub-contractors.
- are used to define event activities or to define characteristics for feedback by type contract. This form is used to define the characteristics for a specific event object. Specific characteristics will be allocated to a specific item in an event.
- are used to define event actions for a specific event object, when the characteristic is of type execution action. This function is optional and will allow users to add actions required to do this job.
- are used to define predictive parameters that will be triggered for an event object. (Not applicable to contract events)
- is specific permits or certificates of event resources/items. If permits are specified for an event, the system will validate that the required permits are issued and linked to a task before a job may be executed. (For example, a driver is part of the renting of a vehicle to a customer, then as a pre-requisite, the driver needs a valid driver’s license for the vehicle.)
- are used to create and maintain a hierarchy of events by defining the relationship between events. Typically a parent event will be linked to a child event to form the master event template. The relationship between the events can be defined by hierarchy, suppression or triggers. (Not applicable to contract events)
- are used to define the interval/s for programmable events. Multiple intervals may be defined per event. The forecasting function will forecast a planned occurrence for the unit of measure that will cause the earliest occurrence. Maintenance events are performed according to prescribed criteria at pre-determined intervals. (Not applicable to contract events)
- are used to define the organisation responsible for the maintenance of that part of the structure. Use this only in the case where some sections are maintained by different organisations.
With the creation of event objects more than one object (vehicle, equipment, etc.) can be linked to an event template (definition). Example of more than 1 event object linked to a template:
Click on the Event object grid view button to view all the objects linked to an event definition.
The following is an example for Event Definition form grid view.
2. Select the newly created event definition and click on the button.
3. Click on the Event Object NEW button to add an object or objects to the event definition, and to start the setup of the different event tasks for this specific object type.
4. Click in the and select the object to add to the event.
The fields under the General FastTab will be defaulted in from the event definition, but it can be edited for the specific object type.
5. The will only be used for event objects that are defined for Strip and Build tasks.
The will be ticked to define if the expected life of the object (vehicle/equipment) is chosen to be extended, and the vehicle/equipment's life will automatically be extended on completion of the execution work order.
6. Click CTRL+S to save the event object.
The following steps are to create the event tasks for the object. Event templates can be set up to schedule tasks at calendar intervals, meter intervals or a combination of both. The procedure below describes the setup for calendar tasks.
How to add an Event Budget
Setup of Event Budget
Event Budget reflects the resource requirements/standard service items to be used to execute the event and is influenced by the requirements of the object (availability, serviceability). If the owner has insufficient capacity to support the equipment, certain selected support elements can be routed to other organisations or work can be performed by contractors and sub-contractors.
The following resource budgets need to be managed:
Resource Budget: The resource budget deals with the type of person required to perform the event. The budgeted requirement for the event versus actual available trades can be compared to determine if trade shortages exists. From this management can decide to:
Workshop/Facility Budget: A typical facility required to perform an event is a workshop with service bays. The booking of a service bay needs to be controlled to ensure its availability for an event. The budgeted requirement for the event versus actual available facilities can be compared to determine if a shortage exists.
Support Equipment Budget: Support and test equipment is booked to perform an event. The budgeted requirement for the event versus actual available support and test equipment can be compared to determine if shortages exists.
Item/Moveable Item Budget: Material can be defined as all spare parts, consumables and related inventories reserved to perform an event. Material reservation against an event will remove the stock from the open balance to reflect the allocation. This provides full visibility to the material planner in order to have control over the stated requirements versus available stock.
Services Budget: You can book an already accredited contractor against an event.
The following is the events budget process for contracts:
2. Click on the Event Budget button to add the resource requirements for this event in order to be executed.
3. Click New button, button and add the items and trades needed for the default task.
4. Add by selecting a type from the available drop down list.
Add by selecting a type from the available drop down list. The Resource codes that are displayed on the drop down list will be only from the 'Type' that was selected previously.
will be automatically added from the resource table.
5. Click the Fast tab: to expand/collapse.
6. Click in the field and tick indicator if this resource will be billable.
- , will only be available if the event type is of type = contract.
7. The has 2 options Variable or Fixed. If the option variable is selected, it will mean that on the Inventory table the product (resource) is linked to trade agreements with the different customers, that will indicate that different pricing is applicable. The pricing from the Inventory will be used for the billing of the customer.
If the option fixed is selected on the resource then the pricing that will is added on the resource line when it is used in the execution will be apply during the billing transactions.
8. The defines if the resource on Execution or Contract may be deleted. Tick for the resource to be deleted.
9. The field will be ticked when the record detail will be disclosed on the invoice to the customer.
10. Add by selecting the resource type with which this resource record must be rolled up to when invoices are displayed.
11. Add by selecting resource code with which this resource record must be rolled up to when invoices are displayed.
12. Add by selecting the object for the specific resource.
13. Add by selecting the related UOM for the specific resource.
14. Click the Fast tab: to expand/collapse.
Click in the field and select the unit of measure for the duration or time the resource is required for. This is only used for resources of type service, trade and support equipment.
Add in the the default time the resource will be allocated to the work order, and is the expected time the resource will need to complete this tasks.
15. Click in the field and select the type of Unit of Measure to define the quantity. Describes the unit in which resource quantities will be required to perform the task.
Add in the field typical where a resource type is a trade or a service, and is a numerical value to indicate quantity of resource required. In the instance of Items the number of items that are required for this task will be added, for example: the replacing of brake pads on the vehicle, a number of 4 are required to complete this task.
NOTE: Depending on the type of resources, different values may be required e.g if it is of type “Item”, only the “Quantity” section under “Values” are required. If type “Trade” was selected, then both the “Duration” and “Quantity” values are required. The reason for the latter is that you need to tell how many people of a specific trade are required to do the job and how many hours they will spend to do the task etc.
16. Save the record by pressing CTRL+S and Close the Event budget form.