Event templates plays a role in the Organisation and the scheduling of services, materials, equipment and resources to assist in the administration and process flow. Predetermined events could consist of but are not limited to Operations, Preventative Maintenance (PM), Inspections, Regular Services, Renewals, Replacement, Health and Safety related, etc. These events play a critical role in the Organisation and scheduling of materials, equipment, vehicles and resources.

Events or operational tasks must be defined for all tasks that are performed repetitively items/resources that occurs on the work order as a standard, for example specific vehicle used on regular regional office visit for a specific route. Defined Event Templates are used as a library of tasks, which facilitate uniform tasks execution, budgeting and task history analysis.

This function is used to define a generic Event Template in terms of identification, duration, costs, indicators (forecasting parameters), status, frequency, etc.

Defined Event Templates are used as a library of tasks, which facilitate uniform tasks for budgeting and task history analysis.

Definition of Event

An event template determines the basic composition for a operations task to be used for an object or equipment/vehicle 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.

Objectives

The following functionalities form part of the Event definition.

  • To define and setup event definitions which will be used within an organisation for specific objects;
  • To define and setup event types;
  • To understand why and how to define the create of event templates for objects

Setup an event template

Event definition is used to define the setup of default event templates regarding any operations instance or occurrence of tasks. Execution events can be a specified condition/action and the commencement of default proceedings. An execution event can in principle be all the standard tasks that occur on the work order during the period of the operations execution order.

Every event can consist of a number of activities (procedure step). An event activity is an action to be performed by a person or persons, as well as the tasks that are involved in a specific event. The following is a graphical design of the different steps to create event templates for operations:

 

How to create an Event Definition

Event definition is used to define the setup of default event templates regarding any instance or occurrence of anything that can be a planned or added as an adhoc event. Events can be a specified condition/action that triggers or suppress a demand and the commencement of default proceedings. An event can in principle be anything that occurs in an organisation. There can be operational as well as maintenance events and the event template model supports both these concepts. For the purposes of this document the focus will primarily be on preventative maintenance events.

Event templates can be classified to criteria such as:

  • Adhoc: A non-planned event which is normally used for corrective tasks
  • Planned: A planned event that must be scheduled according to a specific plan. Normally used for preventive tasks. Only events of this classification will be forecast.
  • Every event can consist of a number of activities (procedure step). An event activity is an action to be performed by a person, but is not considered important enough to be classified as an individual event.

Follow the following path to open the form : Strategic Asset Management > Setup > Event > Event Definition

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 Event code field and add an event code, click Event Description field and add a description for the event to define the operational task.

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

5.      Click in the Type field, select the option Operations.

6.      Click in the Class field, select the option Planned for operational planning. (Adhoc, predictive and Administrative are available class options).

7.      The Execution type field is not applicable to the operations event definition.

8.      Select the Route field if a specific route is applicable to the operations event template and this route should be used if an operations task is created with this template.

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

10.  The Forced indicator will not be selected at this stage because this field is used for the forecasting to decide if a task is scheduled for a non-work day. Forced Indicator is the forecasting process that will force an event occurrence to take place before a non-working period if it was forecast to occur during a non-working period. If not selected, the event will be forecast to occur after the non-working period.

11.  The Fixed indicator will not be selected at this stage because if this field is selected the frequency cycle is fixed.

12.  Add Duration (hours) to indicate what the planned duration for this event object task is. Always add a duration as the schedule function requires this for calculating planned start and end dates. Duration is the indicated estimate work time that is allocated to the event.

13.  The Planned no of occurrence will always default to '0' and means that this occurrence will repeat itself for as long as the Specific is used/in commission. Any other value in this field will indicate how many times an event should be repeated and the number of planned occurrences can also be assigned to the 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.

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 operate, maintain, optimise and fully utilise their facility.

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.

The following is an example for Event Object form view.

 

The event object has the following setup tasks:

  • 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 vehicle or equipment, certain selected support elements can be routed to other organisations or work can be performed by contractors and sub-contractors.
  • Event Characteristic are used to define characteristics for feedback by type execution order. 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.
  • Event Actions 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.
  • Predictive parameters are used to define predictive parameters that will be triggered for an event object.
  • Event Permit 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.
  • Related Events 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.
  • Event Interval 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.
  • Responsible Organisation 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).

1.      Select the newly created event definition and click on the Event Object button.

2.      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.

3.      Click in the Object Code 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.

4.      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 to be used to execute the event and is influenced by the serviceability requirements of the object. 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. To execute an event, resource availability needs to be verified against the requirements.

Note

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:

  • Continue and execute the event.
  • Postpone the event for a later date.
  • Make use of contractors to supplement own trades and perform the event.

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 maintenance:

 

1.      Follow the path: Strategic Asset Management > Setup > Event Definition > Event Object

2.      Click on the Event Budget button to add the resource requirements for this event object in order to be executed.

3.      Click New button to create a new event budget record.

4.      Add Resource type by selecting a type from the available drop down list.

Add Resource code 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.

Description will be automatically added from the resource table.

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

6.      Click in the Billing indicator field and tick indicator if this resource will be billable.

    • Bill recurrence, In advance will only be available if the event type is of type = contract.

7.      The Pricing model 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 Delete allowed indicator defines if the resource on Execution or Contract may be deleted. Tick for the resource to be deleted.

9.      The Disclosed indicator field will be ticked when the record detail will be disclosed on the invoice to the customer.

10.  Add Rollup resource type by selecting the resource type with which this resource record must be rolled up to when invoices are displayed.

11.  Add Rollup resource code by selecting resource code with which this resource record must be rolled up to when invoices are displayed.

12.  Add Related structure code by selecting the object for the specific resource.

13.  Add Related UOM by selecting the related UOM for the specific resource.

14.  Click the Fast tab: Values to expand/collapse.

Click in the Duration UOM 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 Duration 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 Qty UOM 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 Budget QTY 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.  The fields under the Stock dimensions FastTab will be used to define the product, storage and tracking dimensions for the specific object type.

17.  Save the record by pressing CTRL+S and Close the Event budget form.

How to add Event Actions

Setup of Event Actions

Event actions are used to define event activities to define tasks for feedback by type of execution. This form is used to define the actions for a specific event. Specific actions will be allocated to a specific item in an event.

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. An event can in principle be anything that occurs in an organisation. There can be operational as well as maintenance events.

Every event can consist of a number of activities, and an event activity is an action to be performed by a person and this form will be used to create events when characteristics type is Execution Action.

1.      Follow the path: Strategic Asset Management > Setup > Event Definition > Event Object >Setup > Event Actions

2.      Click on the Setup : Event Actions button to add the actions for this event. This function is optional and will allow users to add actions required to do this job.

3.      Click New button to create a new event actions record.

4.      The values from the drop down list will be a result of the related actions that was created in base characteristic function. Depending on the Variables that was setup in the Characteristics actions, users may have to add values such as dates, numbers, free text etc.

The Indicators will impact future actions. If Print Indicator was selected, the Actions will be printed on the work order card, Mandatory will force users to add data, History will be added to history etc.

NOTE: Add multiple Actions where OR if applicable.

5.      Save the record by pressing CTRL+S and Close the Event Actions form.

How to add Event Permits

Setup of Event Permit

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 these event tasks, an event permit can be setup against the event objects. When operational events are created, permits/certificates/ licenses can be required for the operational work orders, and therefore the permits will be added to the event template. Examples: special permit is required to transport certain products, material etc, and the drivers used for the operational tasks need specific license codes to drive the vehicles. The following process indicates how to add event permits.

Follow the following path to open the form : Strategic Asset Management > Setup > Event > Event Defintion > Event Object

  1. Select the pre-defined event template and click on Event object button. From the event object, click on the Setup action button, and select the Event permit button to add permits, licenses or certificates to the selected event template.

2.      The following is an example for Event Object form view.

 

3.      Save the record by pressing CTRL+S.

See also

Setup of Object Definition

Object Organisation Definition

Object Equipment Definition