The Operations process consists of several functions. The process entails the creation or request for a operational task to be executed, the planning thereof, the allocation and execution of the task and the feedback of all relevant data.

Operations Definition: Operations management is the activity of managing the resources which are devoted to the production and delivery of products and services.

Operations Function: The arrangement of resources that are devoted to the production and delivery of products and services.

These forms allow you to manage work-in-progress (WIP). All uncompleted tasks in WIP are visible and colour coded according to status of the task (based on your choice of colour codes – see Status Codes). Resources can be maintained – added or deleted, quantities changed, and specific resource allocation can be done. Work orders can be released for work completion and detail data capture of feedback for each Work order and task is available.

The basic steps of Operations Planning

The following graphical designs illustrates the business management processes of an operational work order for the request of a trip/freight order.

 

The following graphical designs illustrates the business management processes of an operational work order for the request of a trip order.

 

  1. Create and setup of Organisation Base Setup
  2. Create and setup of Vehicle/Equipment Object for use in Operations planning
  3. Create and maintain base routes and route legs for Operations tasks
  4. Create and setup of Event templates specifically for Operation tasks
  5. Create and setup of a Specific register
  6. Create and process of Operations Work Order
  7. Create and process of Feedback
  8. Create and process of Invoicing

Step 1 - Organisation Base Setup

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.

It is also important to setup physical locations in which an organisation is located. In principle it is possible for an organisation to be distributed across various physical locations. If AX Integration is on the Locations will be setup in Stock and Warehouse Management Module of standard AX.

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.

Definition of Base Setup

The : 360° Strategic Asset Management general base setup will be used as base configuration throughout the application and assist in determining whether or not the configuration will be necessary for your particular implementation. Ensure that you create a contract/rental organisation in the base setup.

For more detail definition of base setup process, refer back to About Base Setup

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For more create process detail of base setup process, refer back to Base Set ups

Step 2 - Vehicle/Equipment Object

Create and Setup of a Vehicle/Equipment Object

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

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Click here for the step by step - Create a Vehicle/Equipment Object Structure

Step 3 - Routes and route legs

Create and Setup of routes and route legs for operations

For the management of routes and route legs, pre-defined locations and locations structures has to be setup in the object location definition and object structure, and the locations should be available as selected routes. The following process is used to create and maintain all the base routes with from and to locations and route distances as well as the costing per route and route type.

Click here for the step by step - Create routes and route legs

Step 4 - Event Template for Operational Planning

Create and Setup of Event template for Operational Planning

For more detail definition and setup of Events, refer back to About Event Definition

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Click here for the step by step - Create an Event template

Step 5 - Setup Specific for Operations Planning

Create and Setup Specific for Operations Planning

For more detail definition and setup of Specifics, refer back to About Specifics

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Click here for the step by step - Create Specifics assets

Step 6 - Forecasting (Scheduling)

Utilising an equipment to execute requires careful planning and is dependent on other occurrences which might influence its availability. As for maintenance scheduling, the equipment can also be scheduled to perform a task. Aspects that requires consideration when scheduling equipment utilisation includes:

  1. Equipment utilisation: The forecast usage for the equipment.
  2. Equipment exchange plan: The rotation of equipment over an extended period of time.
  3. Modification status of equipment: The status of modification embodiment on the equipment.
  4. Event history: Type of events that have been performed on the equipment in the past.
  5. Scheduled events: Scheduled maintenance events against the equipment for the short to medium term.

Setup of Forecasting:

The Forecasting process is used to schedule preventative maintenance occurrences for events within a specific time period. The results of the forecasting process are displayed on a pegboard. The forecast parameter form provides the means to setup the input parameters required for the Forecasting process. All the planned events associated with specified object and/or specific structures will be scheduled.

The selected calendar is used to identify the working times and days for the events. The end date specifies the end of the forecasting period and no further occurrences will be scheduled once this date has been reached. The end date selected has to be within the period that was setup on the event template for the specific object.

Other parameters that can be specified to narrow the forecasting selection are the owner organisation, allocated organisation and the current location of the specific structure. The Forecasting process is run as a service and the recurrence detail must be specified in order for the service to determine when the process should be run. In the case where no details are provided the service will execute the process at the interval as specified when the service was installed.

The alternative is to provide the recurring ranges and patterns on the recurrence tab. The range of the recurrence will indicate when the service must first start running the Forecasting process and when the service must stopping running the Forecast process. The process can be executed on a daily/weekly/ monthly/yearly basis. The following recurring patterns are available for selection:

  • Daily – If the daily option is selected an interval must be entered and indicate if the process must only be run on weekdays. The user must specify the interval to indicate the particular period of days between executing the Forecast process.
  • Weekly – Select the days of the week on which the process must be run. The user must specify the interval to indicate the particular period of weeks between executing the Forecast process.
  • Monthly – In case the Month/Week/Day check box is not selected the user must specify the week in the month, week day and interval the process must be executed. If the above mentioned check box is selected the day of the month and interval must be provided.
  • Yearly – In case the Year/Month/Week/Day check box is not selected the user must specify the week in the month, week day and/or the specific month. In case the check box is selected, then the number of the day in the month and/or the month must be provided.

As soon as the parameters have been entered, the next step will be to validate the correctness of the data via the Setup -> Validate data button. The results of the validation process can be viewed in the error log. Checking the data before forecasting is important as this will give an indication of errors that will prohibit the successful forecasting of events en will ensure more accurate results.

The Forecasting button will indicate immediate processing and whilst polling the queue the service will then determine that the process must be run immediately. The results i.e. the scheduled occurrences of the events can be viewed via the Forecasting register button. The status and progress information of the current Forecast is displayed on the Forecast status log form. All errors and warning messages generated during forecasting which either influenced the results or prevented events to be scheduled are written to the error log. These entries can be viewed on the error log form.

Once the forecast process is COMPLETE, the forecast record can be transferred from the forecast register to the Execution. Select the forecast record to be transferred to execution in forecast register, click on the “create button”, select if a work order or work pack must be created. (Work order is a single task selected for an execution order, and a Work Pack is the allocation of multiple work orders to a specific work pack to be executed.)

For more detail information to setup the Forecasting, refer back to Setup of forecasting (Scheduling)

Step 7 - Operational Execution

The forecast event that was transferred from forecast operations schedule has created an execution Work Order in the Operational Planning form. Open the operations planning form and find the execution order by searching for the execution id that was created. The Operational Planning process consists of several functions. The process entails the creation or request for a task to be executed, the planning thereof, the allocation and execution of the task and the feedback of all relevant data. Execution Work Orders can originate from two sources:

  • Adhoc: An Adhoc Work Order refers to a work order that is created as a result of an unforeseen operations task having to be performed. In spite of the initiation of the work being Adhoc (not foreseen), it does not mean that the work has not been pre-planned - Event templates can have been created for the work.
  • Planned: Equipment manufacturers prescribe operations events to prevent incipient failures before they occur or before they develop into major failure. These Work Orders will all be transferred from the Forecast Operational Schedule.

These forms allow you to manage work-in-progress (WIP). All uncompleted tasks in WIP are visible and colour coded according to status of the task (based on your choice of colour codes – see Status Codes). Resources can be maintained – added or deleted, quantities changed, and specific resource allocation can be done. Work orders can be released for work completion and detail data capture of feedback for each Work order and task is available.

 

For more detail definition on operations and execution, refer back to About Operational Planning

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For more information on the step by step create process, refer back to Operations management Process

Step 8 - Feedback Process

The main purpose of this function is to provide feedback on work orders in progress. Feedback can be done on all resources linked to the work order. This includes:

  • Hours used per individual person (for example: Contractor, Tradesman/Technician)
  • Hours used per individual Facility and Special Tools/Equipment
  • Quantity material used
  • Revenue spent per contractor
  • Revenue spent on other unclassified resources
  1. The Work Order on which feedback must be done must be selected in the field primary ID that identifies the Work Order No. Only jobs in a status of “In Progress” will be available for selection. After a Work Order was selected for feedback the related detail for the selected Work Order will be displayed.

 

  1. The upper section provides information on the maintenance execution whilst the lower section displays in tabular form resource information.
  2. Once the actual duration, quantities are added to the feedback of the resources used, “Commit Feedback” can be pressed to process the actual feedback.
  3. After feedback is committed the status of the execution order can be changed to “Complete” that indicates that the work is completed.
  4. If the work is not complete, the user can make the decision to process an “interim invoice”.

Process Interim Invoice:

  1. On the execution specific line, select from the “Create” button the function “Post Journals”. This is the financial transactions that will post the journals to the Project table if project integration is on, or to the Sales Orders.
  2. Select “Enquiries” under “Financial transactions” and the user will find the posted journals.
  3. From Projects/Sales Orders an invoice can be generated for the customer.

Step 9 - Process Invoice (Billing) and Generate Invoice

If the work is completed the status of the execution specific line can be changed to “Complete”. If all the feedback is done and completed on this execution order, the execution order’s status can be changed to “Financial Complete”. The system will automatically run the financial transactions to create the journals for the invoicing process. The posted journals will be in Projects (if project integration is ON) or in Sales Orders. Select “Enquiries” under “Financial transactions” and the user will find the posted journals. The accounting department can now make the decision to generate the “Invoice” for the customer.

Generate Invoices from Sales Orders:

If the work order posting is completed for the billing period, the Invoice/s has to be generated from the sales orders. The posted journals will be in Sales Orders. The accounting department can now make the decision to generate the “Invoice” for the customer. The following is the process for generating an invoice in Sales Ledger for a selected customer.

For more detail information to do Generate Invoices from Sales Orders, refer back to Generate Invoices from Sales Orders

Generate Invoices from Projects:

If the work order posting is completed for the billing period, the Invoice/s has to be generated from the projects. The posted journals will be in Projects Management Module. The accounting department can now make the decision to generate the “Invoice” for the customer. The following is the process for generating an invoice in defined project for the selected customer.

For more detail information to do Generate Invoices from Projects, refer back to Generate Invoices from Projects

Step 10 - Finalise the Operations Work Order

Operations Work Order Finished:

When the status of the execution is changed to financial complete, and all the open financial transactions on the project/sales order are closed, the execution order status can be changed to “Finished” that will indicate that this execution order is finalised.

See also

The following is the link to the standard generic setup of the different functions:

Setup of Object

About Specific Register

About Maintenance Planning

About Feedback