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 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 and resources.

Events or Standard Maintenance 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 items used on a minor service. The latter can include inspections, preventative or predictive maintenance as well as ad-hoc or corrective maintenance which occurs frequently. Defined Event Templates are used as a library of tasks, which facilitate uniform tasks execution, budgeting and task history analysis. It is also a means to do life cycle planning. The classification of an event determines if the event will be forecast. The source for Event Template can be documentation such as maintenance manuals, technical instructions, service bulletins, etc.

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. It is also a method to do life cycle planning.

For more detail definition and setup of objects for Maintenance Planning, refer back to About Vehicle/Equipment Object Definition

Definition of Event

An event template determines the basic composition for a maintenance task to be performed on an object or equipment 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.

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.

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 instance or occurrence of tasks. Execution events can be a specified condition/action and the commencement of default proceedings. A execution event can in principle be all the standard tasks that occur on the work order during the period of the 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. Example of event activities for a vehicle's standard services:

  • Lube Service (Normally your 10000km interval service)
  • A-Type Service (Normally your 20000km interval service)
  • B-Type Service (Normally your 90000km interval service)

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 maintenance
  • Planned: A planned event that must be scheduled according to a specific maintenance 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. Example of event activities involved to change a wheel on a vehicle:
    • Loosen nut
    • Jack up vehicle
    • Remove wheel
    • Fit spare wheel
    • Tighten Nuts

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 Maintenance.

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

7.      The Execution type field is not mandatory but the execution type can be defined as one of following types or selected Not Applicable:

    • Hot work is any process that can be a source of ignition when flammable material is present or can be a fire hazard regardless of the presence of flammable material in the workplace. Common hot work processes are welding, soldering, cutting and brazing. When flammable materials are present processes such as grinding and drilling become hot work processes. In some countries, such as the UK and Canada, a hot work permit is required for hot work. Hot work should primarily be conducted in regular workshops especially adapted to the purpose (welding shop). If hot work is conducted in locations other than such welding shops, a thorough risk assessment of the potential health hazards and fire risks must be conducted, and great care must be taken in the planning of the work. The regulations concerning hot work can be used as a good basis for risk assessment and planning. Staff members who conduct hot work involving open flames, or welding, cutting, soldering and/or grinding equipment in locations other than regular premises especially adapted to the purpose must hold a license allowing them to perform hot work.
    • Rebuild is an industrial process in which worn-out products are restored to like-new condition. Through a series of industrial processes in a factory environment, a discarded product is completely disassembled. Useable parts are cleaned, refurbished, and put into inventory. Then the product is reassembled from the old parts (and where necessary, new parts) to produce a unit fully equivalent and sometimes superior in performance and expected lifetime to the original new product".
    • Robbing of machine parts, in maintenance of mechanical or electronic systems with interchangeable parts, refers to the practice of removing parts or subsystems necessary for repair from another similar device, rather than from inventory, usually when resources become limited. The source system is usually crippled as a result, if only temporarily, in order to allow the recipient device to function properly again. Robbing is usually due to unavailability of spare parts, due to an emergency situation, long resupply times, physical distance, or insufficient planning or budget. Robbing can also be due to surplus inventory.
    • Warranty is an assurance by one party to the other party that specific facts or conditions are true or will happen; the other party is permitted to rely on that assurance and seek some type of remedy if it is not true or followed. The two sources of risk that warranty covers are: the risk of malfunctioning of the product (covered by the warranty of malfunctioning) and the risk of making a wrong purchase decision regarding the product (covered by the warranty of misinforming). A warranty of malfunctioning is an agreement offered by a seller (or a producer) to a consumer to replace or repair a faulty item, or to partially or fully reimburse the consumer in the event of a failure.
    • Inspection is, most generally, an organised examination or formal evaluation exercise. In engineering activities inspection involves the measurements, tests, and gauges applied to certain characteristics in regard to an object or activity. The results are usually compared to specified requirements and standards for determining whether the item or activity is in line with these targets. Inspections are usually non-destructive.

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

9.      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.

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

    • Fixed Indicator is the forecasting process that will schedule events to occur according to fixed intervals, regardless of when the previous occurrence of the event actually occurred. E.g. an event with an interval of 1000km will be scheduled every 1000km (1000km, 2000km, 3000km etc.) If not selected the forecasting engine will schedule events to occur according to the defined interval, taking into account when the previous occurrence of the event actually occurred. E.g. an event with an interval of 1000km with an actual last occurrence on 900km will be scheduled every 1000km from last actual occurrence (1900km, 2900km, 3900km etc.). When using the Fixed Indicator, care should be taken to calculate the actual occurrence, since this controls the date or meter at which the next occurrence will be scheduled. When using the Fixed Indicator for calendar based events, the commission date of the object, together with the first meter, firm interval and actual occurrences of the event is used to calculate the next occurrence, and the last actual date of the event is ignored. When using the Fixed Indicator for meter based events, the number of occurrences together with first meter and firm interval used to calculate the next occurrence, and the last actual meter of the event is ignored.

11.  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.

12.  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.

13.  Save the record by pressing CTRL+S.

14.  Click the Event Object button to add objects for which this event will be scheduled. Multiple objects can be added.

15.  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 facility.

Industries will also need the capability not only to create and fulfil 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 minor servicing of a vehicle.

In the event definition task for an execution order the setup is for example the servicing of a vehicle event. This event has a number of actions against it that will define the standard service item lines.

The following is a diagram of the events process:

 

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). Example of more than 1 event object linked to a template:

 

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

OR

Click Periodic > 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 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 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.

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 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 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.  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. Example of event activities involved the service of a vehicle:

  1. Replace plugs
  2. Change oil
  3. Check brakes/clutch
  4. Check/replace filter

The following is examples for events actions for maintenance:

 

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. This may include actions and sequences to describe individual tasks e.g. "01-Drain Oil", "02-Remove Oil filter", "03-Add new filter", "04-Add new oil" etc.

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.

See also

Setup of Object Definition

Object Organisation Definition

Object Equipment Definition