Event templates play a critical role in the Organisation and scheduling of 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 About Vehicle/Equipment Object Definition

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.

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.

When defining the event definition for lease contract planning, the contract type can be defined as any one of following types = "Lease":

  • Lease - Full Maintenance: A full maintenance lease is a fixed monthly rental inclusive of usage and full maintenance. Rentals are determined by the choice of vehicle, period of usage and kilometer requirements. Full maintenance lease transfers all risk of resale values and maintenance cost form the customer to the leasing company. The fixed monthly rental includes all maintenance, license and registration costs. In terms of the maintenance component, the FML agreement allows for all maintenance, repairs and replacement tyres, the only exclusions being top-up oil, accident damage and repairs as a result of negligence and/or abuse of the vehicle.
  • Lease - Managed Maintenance: The objective of this product is one of managing all players who participate in the generation of maintenance expenditure, viz. the servicing dealer, alternative suppliers, manufacturer, customer and the driver. The focus of Managed Maintenance is on real cost reduction and the benefits of reduced administration, driver support, quality of repair and the provision of a complete maintenance history that will enhance the vehicle’s resale value. Any discounts received from suppliers are passed onto the customer.
  • Lease - Operating: Operating leases are the alternative financing option to FML, their benefits and inclusions also mimic those offered by FML, the only difference is that there is no maintenance portion included in the monthly rental and therefore all maintenance and repair remains the responsibility of the customer. The benefits remain the same but the risk on the maintenance is transferred to customer.

Objectives

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 installment of vehicle (Billing as agreed in contract)
  • Monthly usage (kilometers) (Billing as agreed in contract)
  • Monthly administration of lease contract

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:

  • Lease - Full maintenance contract agreement
  • Lease - Managed maintenance agreement
  • Lease - Operating

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.

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

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

6.      The Class field is not applicable to Contract events.

7.      The Execution type field is not applicable to Contract events.

8.      Select the Contract type field to define the lease contract for the events.

9.      Select the Journal cycle field to define the frequency for invoices to the customer.

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

11.  The setup indicators, forced and fixed indicators are not applicable to contract event templates.

12.  The Duration (hours) not applicable to the lease contract event.

13.  The Planned no of occurrence not applicable to the lease contract event.

14.  Save the record by pressing CTRL+S.

15.  Click the Event Object button to add objects (assets/vehicles/equipment) for which this event will be used when creating lease contracts. Multiple objects (assets/vehicles/equipment) 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 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 leasing of a vehicle to a customer.

In the event definition task for a rental contract is setup of for example the creation of the lease 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 leasing 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:

  • 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.
  • Event Characteristic 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.
  • 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 work.
  • Strip and build are used to manage strip and build tasks that will be triggered for an event object. (Not applicable to contract events)
  • Predictive parameters are used to define predictive parameters that will be triggered for an event object. (Not applicable to contract events)
  • 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 work 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 licence for the vehicle.)
  • 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. (Not applicable to contract events)
  • 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. (Not applicable to contract events)
  • 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). Example of more than 1 event object linked to a template:

 

1.      Click Setup > Event > Event Definition to open the event definition.

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

3.      Click on the Event Object NEW button to add an object (asset/vehicle/equipment) or objects to the event definition, in order to start the setup of the different event tasks for this specific object type.

4.      Click in the Object Code and select the object (asset/vehicle/equipment) 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.

The planned occurrences, duration, indicators, quote model and extend expected life are not applicable to the lease contract event templates.

5.      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.

Note

The following resource budgets need to be managed:

Resource Budget: For a lease contract event template, a resource line of type = "service" is required to define the payment schedule parameters and will be used to create the payment schedule when a lease contract is created.

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 examples for events resource budget process for lease contracts:

 

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 in order to be executed.

3.      Click New button, button and add the items, services and trades needed for the default task.

4.      Add Resource type by selecting a type from the available drop down list. For this example the lease event resource, are a service item for the administration task of the contract and the lease service item that defines the requirements for this contract. (The lease service item task requires certain payment schedule selections in order to generate the payment schedule for the selected period.)

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, but can be changed for this event budget item.

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. The lease service items should always be ticked.

    • Select Bill recurrence to indicate if the service line will be cycle or once-off, and the In advance indicator will define whether the billing payment process should be invoiced and paid in advance base on the journal cycle, and this fields 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.

The pricing model for the lease service item will also indicate that the customer is linked to a fixed/variable interest rate on the object (asset/vehicle or equipment) that is leased.

8.   The Payment schedule fields will only be available if the contract type is of type = Lease

o    The Journal cycle field to define the frequency for invoices to the customer. This will be automatically defaulted in from the event definition that was created.

o    Enter the period per annum field, to define the number of period for the selected cycle. For example if the journal cycle is "monthly", the periods will be 12.

o    Select the payment schedule calculation method, to define the method to be used for the payment schedule. For the lease service item the Compound interest method will be used. For a non-contract event template – default is not applicable and cannot be changed.

o    Add the residual percentage for the choice of lower monthly repayments by opting to make a balloon or residual value payment at the end of the lease.

o    Select the days per annum to define the number of days to be used for the calculation of the payment schedule terms.

9.      The process stock indicator defines whether the stock item should be processed or not. This is only applicable for fuel resource items.

10.  The Delete allowed indicator defines if the resource line on Maintenance, Operations or Contract may be deleted once the record is created. Tick for the resource to be deleted. (If templates will be used to create contracts, this indicator should not be selected on the "lease service item").

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

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

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

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

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

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

Click in the Duration UOM field and select the type 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 the default duration for 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.

Add the Duration time the resource will be budgeted for to the work order, and this is the expected time the resource will have to complete this tasks.

17.  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 the default quantity for the default value of resource will be allocated to be used for this work order, and is the expected quantity of this resource that will need to complete this tasks.

Add 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 value 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 work and how many hours they will spend to do the task etc.

18.  Click the Fast tab: Stock dimensions to expand/collapse.

The stock dimensions will be defaulted in from the inventory data if the resource is of type = item. For the contract event budget this will not be applicable.

19.  Save the record by pressing CTRL+S and if all the resource lines were added, click the close button of the Event budget form.