dpas m&u master data · 12/12/2012 dpas maintenance and utilization master data 3 m&u...

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 & 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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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


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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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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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


�All assets tied to the Stock Number

will flow to the Maintenance Activity

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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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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.


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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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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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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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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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Leave the two fields at their defaults and select the Add button.

Navigate to Equip Pool from the Master Data menu.


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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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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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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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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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Leave the two fields at their default (blank) and select the Add button.

Navigate to Dispatch Category from the Master Data menu.


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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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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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Verify the information listed is correct and select the Update button.

Navigate to Maintenance Activity from the Master Data menu.

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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 [email protected]

580-6975 DSN

216-522-6975 Comm

866-498-8687 Toll Free

Training (Online, Instructor led, Webinar)

[email protected]

DPAS eLearning

http://dpaselearning.golearnportal.org

DPAS Support Site

http://dpassupport.golearnportal.org

For More Information

dpas m&u master data · 12/12/2012 dpas maintenance and utilization master data 3 m&u...

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