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12/12/2012
DPAS Maintenance and Utilization Master Data 1
Presented by
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DPAS M&U Master DataDPAS M&U Master Data
Scott Milewski
12/12/2012
AgendaAgenda
DPAS Maintenance and
Utilization (M&U) module
M&U Roles
Bridging Property Accountability (PA) and M&U
Master Data Processes
M&U Master Data Processes Demo
Address
Contractor
Contract
Cert/License
Operator/Technician
Questions and Answers
2
Maintenance Teams
Equipment Pool
User Equipment Pool
Dispatch Category
Maintenance Activity
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DPAS Maintenance and Utilization Master Data 2
DPAS Maintenance & UtilizationDPAS Maintenance & Utilization
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The DPAS Maintenance & Utilization module
provides a place within DPAS to seamlessly:
Identify, setup and track work performed on an asset.
Record asset utilization information.
Control access to a group of assets.
M&U AdvantagesM&U Advantages
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The M&U module addresses:
Poor documentation of costs, tasks and parts used for repair of assets.
Lack of standard or routine work plans to follow.
Missed opportunities to take advantage of a current warranty status.
Inconsistent way of tracking utilization.
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DPAS Maintenance and Utilization Master Data 3
M&U Process FlowM&U Process Flow
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PA Module
Enter Maint Grp
Ids into Catalog
Records
Create Maint
Management
Assignments
Establish Maint
Grp Ids
DPAS Account Management
Have Maintenance
Activity created
Maintenance Activity
Record Utilization Create Contractors
Enter Contracts
Establish
Terms/Conditions
Associate Assets
Profile Assets in
Maintenance Asset
Master
Establish
Operators/
Technicians
Create
Maintenance
Teams
Create Work Plans
Create
Certifications/
Licenses
Enter Work Plan
Details
Create Work
Orders
Establish
Addresses
Establish
Preventive Maint
Schedules
Create Equipment
Pools
Create User
Equipment Pools
Create Dispatch
Categories
Dispatch Assets
Assets flow to
M&U Module
M&U RolesM&U Roles
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DPAS Maintenance and Utilization Master Data 4
M&U RolesM&U Roles
Property Accountability ModuleM&U Setup
Maintenance Group Id and Maintenance Management Assignment
Maintenance and Utilization ModuleM&U Officer
Full access to the M&U module
M&U SpecialistCreate and manage Work Plans, Work Orders and Maintenance Teams
Track utilization data for profiled assets
M&U Dispatch OfficerFull access to the M&U module for dispatching assets
M&U Dispatch SpecialistCreate and manage Operators, Addresses and Dispatches
Track utilization data for profiled assets
M&U Data Inquiry
M&U Reports and Forms Generation
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Bridging Bridging
PA and M&UPA and M&U
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DPAS Maintenance and Utilization Master Data 5
Bridge from PA to M&UBridge from PA to M&U
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The Maintenance Group Id is assigned to the stock number, and along
with the UIC, is associated with the Maintenance Activity (MA) which will
service the asset.
Linking Assets to a Linking Assets to a MaintMaint ActivityActivity
1. Create Maintenance Group Ids
2. Associate Maintenance Group Ids to
Stock Numbers
3. Use the Maintenance Management
Assignment process to link the
Maintenance Group Id with a
Maintenance Activity
�All assets tied to the Stock Number
will flow to the Maintenance Activity
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DPAS Maintenance and Utilization Master Data 6
Establishing a Establishing a MaintMaint Group idGroup id
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Navigate to Master Data > Maint Grp Id , select the Catalog and choose Add .
Establishing a Establishing a MaintMaint Group idGroup id
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Enter a unique Maint Group Id and complete the Maint Grp Desc field.
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DPAS Maintenance and Utilization Master Data 7
Stock NumberStock Number
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Setting Up the Stock NumberSetting Up the Stock Number
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Some key fields for M&U are Maint Grp Id and Util Measure Cd .
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DPAS Maintenance and Utilization Master Data 8
Maintenance Maintenance
Management Management
AssignmentAssignment
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Completing the Maintenance Mgmt AssignCompleting the Maintenance Mgmt Assign
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Navigate to Master Data > Maint Mgmt Assign and complete the first three fields. Select the Add button.
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DPAS Maintenance and Utilization Master Data 9
Completing the Maintenance Mgmt AssignCompleting the Maintenance Mgmt Assign
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Verify the information is correct and select Add .
Master Data Master Data
ProcessesProcesses
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DPAS Maintenance and Utilization Master Data 10
M&U Master DataM&U Master Data
Process W/S/S Work Orders Dispatch
Address
Contractor
Contract
Cert/License
Operator/Technician
Maintenance Team
Equipment Pool
User Equipment Pool
Dispatch Category
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Master Data Processes are the foundation for other M&U Procedures. They must be created prior to completing other M&U tasks.
19
Master Data Master Data
DemonstrationsDemonstrations
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DPAS Maintenance and Utilization Master Data 11
AddressesAddresses
Addresses
The M&U module also provides the
option to add and edit locations for
different types of addresses.
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AddressesAddresses
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Navigate to Address from the Master Data menu.
DE-Destination - The address of the Government activity when Serviced By is set to “External-Govt Funded” and “External-Govt Unfunded” within a Work Order
DN-Destination Other - The address of Warranty/Service/Subscription providers
MO-Maintenance Officer - The address of the Maintenance Officer
EP-Equipment Pool - The address of the Equipment Pool
MC-Maintenance Customer - The address of the customer defined in a Dispatch
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DPAS Maintenance and Utilization Master Data 12
AddressesAddresses
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Complete the Point of Contact (POC) and Activity Name fields along with the remaining required fields. Entering information into optional fields allows you to contact the POC if necessary. Select the Add button to complete the transaction.
AddressesAddresses
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To locate all available addresses, leave the two fields at their default values and select the Search button.
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DPAS Maintenance and Utilization Master Data 13
AddressesAddresses
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The Search Results page displays. Select the Update hyperlink for the address you need to change.
AddressesAddresses
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Make any necessary changes and select the Update button to complete the transaction.
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DPAS Maintenance and Utilization Master Data 14
AddressesAddresses
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From the Search Results page, select the Delete hyperlink for the address you would need to remove.
AddressesAddresses
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Verify the address displayed is the address to remove and select the Delete button to complete the transaction.
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DPAS Maintenance and Utilization Master Data 15
Contractor and ContractContractor and Contract
Contractor and Contract
Setup a contractor and
associated information such as:
Point of contact
Address information
E-mail address
Phone number(s)
Setup various types of contracts
and include:
Type of contract
Contract Number
Contractor Name
Start and Expiration Dates
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ContractorContractor
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Choose the Maint Activity/Owning UIC from the drop-down list and enter the CAGE Cd of the Contractor. Select the Add button.
Navigate to Contractor from the Master Data menu.
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DPAS Maintenance and Utilization Master Data 16
ContractorContractor
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Enter at a minimum all required fields. Select the Add button to complete the transaction.
ContractContract
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There are a number of Contract Use Codes available to match your type of Contract.
Navigate to Contract from the Master Data menu.
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DPAS Maintenance and Utilization Master Data 17
ContractContract
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Note:All DPAS Contract Type Codes , with the exception of Cash or Charge Sales Agreements, will use the standard contract number format.
You must select a Contract Use Cd and Contract Type Cd from the drop-down lists. Then enter the Contract Nbr and select a previously created Contractor . Select the Add button.
ContractContract
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The information entered on the Search Criteria page carries forward. Enter as much additional information as you can. This will make managing the Contract easier in the future. Select the Add button to complete the transaction.
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DPAS Maintenance and Utilization Master Data 18
Certifications/LicensesCertifications/Licenses
Certifications/Licenses
Certifications can be associated with technicians (e.g., auto
technicians) responsible for maintenance tasks, and Licenses with
operators (e.g., forklift operators)
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Certifications/LicensesCertifications/Licenses
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There are two types of Cert Type Codes : Certification and License. Certifications are for Technicians (Work Orders) and Licenses are for Operators (Dispatch).
You can make your selection on the Search Criteria page or on the Add page. Select the Add button.
Navigate Cert/License from the Master Data menu.
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Certifications/LicensesCertifications/Licenses
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Choose the Cert Type Code to create. Enter a Cert/License Name . You may optionally create a Cert/License Desc . Select the Add button to complete the transaction.
Operator/TechnicianOperator/Technician
Operator/Technician
The M&U process permits the designation of maintenance personnel
as an Operator and/or Technician
In addition to their core responsibilities, an Operator/Technician can
also be granted access to DPAS
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DPAS Maintenance and Utilization Master Data 20
Operator/TechnicianOperator/Technician
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There are three Opr/Tech Cd options: Operator, Technician and Both. Technicians are assigned to Work Orders and Operators are Dispatched assets. An individual with Both can be assigned to Work Orders and be issued assets through Dispatch.
You can make your selection on the Search Criteria page or on the Add page. Select the Add button.
Navigate Operator/Technician from the Master Data menu.
Operator/TechnicianOperator/Technician
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Choose an Opr/Tech Cd from the drop-down. Complete as much of the Personal Info section as possible. Use the checkboxes in the Certification(s)/License(s) Info section to indicate their Certifications and/or Licenses. Select the Add button to complete the transaction
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DPAS Maintenance and Utilization Master Data 21
Maintenance TeamMaintenance Team
Maintenance Team
Group Technicians and/or Operators into team(s)
Identify Team Lead(s)
Assign general responsibility to a team and ultimately to available
personnel
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Maintenance TeamMaintenance Team
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Leave the two fields at their defaults (blank) and select the Add button.
Navigate Maintenance Team from the Master Data menu.
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Maintenance TeamMaintenance Team
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Enter a Team Id (field does not allow spaces) and a Team Name (field does allow spaces). Select the Add checkbox for each Technician to be added to the team from the Available Personnel table. Select the Save button. Mark the Team Lead(s) and select the Add button to complete the transaction.
Equipment PoolEquipment Pool
Equipment Pool
A Maintenance Activity (MA) can exist as one whole entity or be
divided into smaller, more defined segments called Equipment Pools.
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Equipment PoolEquipment Pool
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Leave the two fields at their defaults and select the Add button.
Navigate to Equip Pool from the Master Data menu.
Equipment PoolEquipment Pool
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Enter a two character Equip Pool Id . Enter the Equip Pool Name and Desc . You may choose an existing Equipment Pool Address or create a new one by selecting the New Address checkbox. Select the Add button to complete the transaction.
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DPAS Maintenance and Utilization Master Data 24
User Equipment PoolUser Equipment Pool
User Equipment Pool
In order to gain access to manage an Equipment Pool, the user must first
be associated with the Equipment Pool (e.g., gas-powered equipment).
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User Equipment PoolUser Equipment Pool
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Select a User Id from the drop-down list. All available DPAS users will be listed (these are not user-created Operators or Technicians). Choose an Equipment Pool ID from the drop-down list. Select the Add button.
Navigate to User Equip Pool from the Master Data menu.
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User Equipment PoolUser Equipment Pool
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Verify the information is correct and select the Add button to complete the transaction.
Dispatch CategoryDispatch Category
Dispatch Categories
Equipment Pools are further divided into Dispatch Categories and Sub
Categories to create smaller groupings
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Category Sub CategoryUnleaded 3,000 lb
10,000 lb20,000 lb
Propane 3,000 lb 10,000 lb20,000 lb
Electric 3,000 lb 10,000 lb20,000 lb
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DPAS Maintenance and Utilization Master Data 26
Dispatch CategoryDispatch Category
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Leave the two fields at their default (blank) and select the Add button.
Navigate to Dispatch Category from the Master Data menu.
Dispatch CategoryDispatch Category
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Enter the Dispatch Category Id and Dispatch Category Description . You must enter at least one Sub Category Id and Sub Category Description . Select the Add button to complete the transaction.
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DPAS Maintenance and Utilization Master Data 27
Maintenance ActivityMaintenance Activity
Maintenance Activity (MA)
This option allows you to update the MA that was created by the DPAS
User Management group.
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Maintenance ActivityMaintenance Activity
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Verify the information listed is correct and select the Update button.
Navigate to Maintenance Activity from the Master Data menu.
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Maintenance ActivityMaintenance Activity
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Adjust available information and/or use the Address Browse (…) button to choose a new Maintenance Activity Address. Select the Update button to complete the transaction.
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For More Information
Columbus Call Centercco-ccc@dfas.mil
580-6975 DSN
216-522-6975 Comm
866-498-8687 Toll Free
Training (Online, Instructor led, Webinar)
cco-dpastrng@dfas.mil
DPAS eLearning
http://dpaselearning.golearnportal.org
DPAS Support Site
http://dpassupport.golearnportal.org
For More Information
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