A04 - Asset Best Practices and Configuration Tools (MCU)

Editor's Notes

• #3: Introduction: In the following presentation we will be defining copy and paste Best Practices for Assets, looking at Configuration Tools that can be helpful for the Asset Hierarchy, as well as beneficial Asset Preferences. Copy and Paste Best Practices: Review of the different copy / paste options for Assets. Asset Configuration Tools: Administrative tools for configuring and updating Assets. Asset Preferences: Asset preferences that are available.
• #4: SECTION OVERVIEW
• #5: Bullet 1: The feature to Copy and Paste provides a quick method to create new Assets that are similar to existing Assets. Bullet 2 / Sub-Bullets: There are two ways to Copy and Paste an Asset: by utilizing the standard Copy and Paste method (makes identical copy), or the Paste Special… method which allows the user to select certain attributes to copy over to the new Asset.
• #6: Bullet 1: Right mouse clicking on any Asset will access the Asset popup window. This popup has many different options, including manually adding an Asset / Location, creating a new Work Order for the Asset selected, opening the Asset in a new window, refreshing the Asset, deleting the Asset, and of course the standard copy and paste options. Bullet 2: There are options available in the Asset popup to Cut, Copy, Paste, or Paste Special… These options are available for every Asset when right mouse clicking.
• #7: Bullet 1: The standard copy and paste feature makes a clone of the original Asset, only copying information tied to the Asset. Sub-Bullet 1: This option will copy the Asset Details, Meter Settings and Meter Readings, Related Info (Specs, Material, Contracts, etc.), PM Schedules and Attachments (e.g., Documents) Sub-Bullet 2: By default, the copy and paste feature will copy all Children Assets of the chosen Asset. Bullet 2: The fields that are NOT carried over include Asset History for the copied Asset, the Asset ID, and the Serial Number of the Asset – this is because they are typically unique to each Asset.
• #8: Bullet 1: When copying and pasting an Asset using the standard Copy and Paste method, the Asset being copied should share the same Classification and share many, if not all, of the same attributes wanted for the newly created Asset. This will allow for a quick and expedient way to create the new Asset, versus having to go back and adjust many of the fields and data. Bullet 2: To Paste the newly copied Asset, simply right mouse click on the node of the Asset Tree that should be the “Parent” for the newly copied Asset (or Assets if the child records are also being copied). It is important to remember that whichever Asset is right mouse clicked on will become the new Parent for the Asset being copied.
• #10: Bullet 1: The benefit of using the Paste Special method is that specific attributes can be selected from the Asset to copy over. These attributes can be chosen specifically to make sure that the copied Asset is very specifically created. Bullet 2: Child Asset records may also be copied over that are associated with the original Asset as with the Standard Copy and Paste method – however the Paste Special… method allows users to choose if the Child Asset records should NOT be copied over, which is not an option with the Standard Copy and Paste.
• #11: Bullet 1: There are four main tabs that display when using the Paste Special feature – the General tab, the Search / Replace tab, the Details tab, and the Repair Center tab. These tabs are all used to designate specific attributes for the copied Asset.
• #12: Bullet 1: The General Tab is displayed by default, and allows you to designate which attributes of the copied Asset should be pasted onto the new record. General tab Copy options include: Sub-Bullet 1: The Copy Children indicator should be checked if the Children Assets should be copied over with the Asset. However unchecking this will allow the user to specify if the children Assets should NOT be copied, and only the primary Asset copied will become a new record. Sub-Bullet 2: Preventive Maintenance schedules can also be chosen to be carried over to the new Asset. Sub-Bullet 3: To copy information stored on the Related Info Tab of the original record (including Specifications, Estimated Materials, Contracts and Occupants) then this indicator should be checked. Sub-Bullet 4: To copy documents and / or images associated with the original Asset, ensure the indicator for Copy Attachments is checked. Sub-Bullet 5: To only copy Assets under the node selected to copy that are “Location” Type Assets, ensure the “Copy Locations Only” indicator is checked. This option provides a method for copying the location structure of an Asset, such as a building, without copying the actual Assets stored in the building.
• #13: Bullet 1: The Search / Replace tab can be used to modify attributes of the new Asset’s name or ID. Controls are displayed that allow you to specify aspects of the ID or Name to be changed on all new Assets created (node and children, if applicable). Note: An example of this would be if old Assets and children had the term “Elevator” and you wanted to change them to include “Freight Elevator”. By populating the fields as shown in the screenshot you can achieve this desired change.
• #14: Bullet 1: The Details tab will allow users to provide a Serial number for the new Asset (if desired). This feature is NOT available when copying Assets using the standard Copy and Paste method – the Serial number is a field that does not copy over.
• #15: Bullet 1: To specify a Repair Center for the new Asset, simply use the Repair Center Lookup to choose a new Repair Center. This will fill into the Repair Center field of the copied Asset.
• #16: SECTION OVERVIEW
• #17: Bullet 1: There are four Asset Configuration Tools within MC – the Asset Hierarchy Configuration Tool, Asset Hierarchy Display Order Tool, Asset Hierarchy Rebuild Tool, and Asset Updater Using Classifications. Bullet 2 / Sub-Bullets: These four tools are designed to help organize, structure, rebuild, and update the Asset Hierarchy quickly and efficiently.
• #18: Bullet 1: The Asset Hierarchy Configuration Tool allows you to specify the Classifications which represent levels in the Asset Tree. Bullet 2: By following this structure, it allows you to sort and group Assets by Classification when using the Reporter. The first two or three classifications listed are often used as default groupings on many Asset reports.
• #19: Bullet 1: There are two columns listed under the Set Asset Structure, the Available Column and the Selected Column. Sub-Bullet 1: In the left hand Available column, the Classifications that are available for Report groupings are shown. To add a Classification to the Selected column, simply click and highlight, and using the right arrow to move over to the Selected column. Sub-Bullet 2: To change the order of the Classifications in the selected column, highlight or select the Classification to be moved and use the up or down arrows to the right of the list to move it.
• #20: Bullet 1: For example, if the first level of the Asset Tree represented Site, then you could specify the Site classification as Level 1, which would set the Report grouping to Site as a default grouping.
• #21: Bullet 1: The Asset Hierarchy Display Order Tool allows you to determine the order in which Assets and Locations should be displayed on the Tree. Bullet 2: The Tree can be ordered alphabetically (Asset ID or Name) or by using a custom value to determine sorting. The Custom value is setup and ordered by using numerical values.
• #22: Bullet 1 / Sub-Bullets: To change the display order, simply click on the Asset Hierarchical Order hyperlink at the bottom left of the Tool and the Set Preferences Dialog will come forward prompting you to designate an order. There are three different options for the order available – Asset ID, Asset Name, and Custom.
• #23: Bullet 1: Asset ID will list all Assets and Locations alphabetically based on Asset ID. It is important to note that by applying this option, the Asset Tree will refresh to show the Assets in order alphabetically by the Asset ID, which can be difficult to navigate for some organizations.
• #24: Bullet 1: Asset Name will list all Assets and Locations alphabetically based on Asset Name. It is important to note that when using this option, the Asset Tree will refresh to sort by Asset Name alphabetically which could be difficult to use for some organizations.
• #25: Bullet 1: If you choose the order Custom, this allows you to indicate a specific custom order. You can enter the desired sequence in the Display Order Field for each node of the Tree. If a value already exists in a Display Order Field you will need to delete the existing value before entering a new one. Also, Assets without a Display Order specified will be listed in alphabetical order below the Assets without designation. Bullet 2: To select a node of the Tree that you would like to change the custom Display Order for, simply click on the Asset in the Asset Hierarchy. This will populate the Assets and Locations below that node of the Tree on which you want to specify the Custom Order on the right hand side of the Tool.
• #26: Bullet 1: The Asset Hierarchy Rebuild tool is a System Administration tool that rebuilds relationships in the Asset Tree that are not properly established. Bullet 2: Although it is generally not used very often, it is a safe Tool to use and can be run if it appears that some Assets do not show properly in the Asset Tree. Note: Assets showing improperly could be caused by scripts that run external to the system that lead to not properly refreshing all Parent and Child relationships.
• #27: Bullet 1: This tool is very easy to use, as the only step required is to click the Apply button after running the Tool. After clicking Apply it will rebuild all ancestors for each asset, along with re-sorting the Assets according to sort order. Bullet 2: Depending on the number of Assets that you have in your Asset Tree, this process can be a very time-consuming process, so it is appropriate to be cautious when using this Tool.
• #28: Bullet 1: Standardization can be achieved for existing Assets with the Asset Updater Using Classifications tool. Bullet 2: This tool allows you to specify exactly which fields or records should be updated and the rules that should be used to determine if affected records should be changed. Sometimes data needs to be modified on a Classification record, so it is of course desirable to change existing Assets of the given Classification. An example of this situation may be if you need to add or delete a contract that applies to all Assets of a given Class. Note: To access this tool, select Tools  Asset Updater Using Classification OR access the Asset Classification from which you wish to have the assets updated and click the Update Assets button in the Action Bar.
• #29: Bullet 1: This tool is designed to be easy to use, however do not mistake it being “easy” as not being powerful! Bullet 2: This tool has the ability to add to existing information, but also the ability to overwrite. It is important to be careful when deciding which option is best, as large amounts of data can be lost if the wrong option is selected for your scenario. Bullet 3: It is important to specify if all Assets of the given Classification should be updated, via the Locations Dropdown. If only specific locations are to be updated, use the dropdown to identify the correct node on the Asset Hierarchy. Note: Caution must be exercised when using this feature as it performs a mass update that cannot be undone.
• #31: SECTION OVERVIEW
• #32: Bullet 1: Asset Module preferences allow for tailoring the user interface and behavior of the system. Bullet 2: Default preferences can be set at the level of the Repair Center, and then further modified to reflect personal preferences if necessary. Personal preferences will take precedence over Repair Center preferences. Bullet 3: Preferences are designed to fit into the business processes and flow at your Organization. Preferences should be analyzed and setup accordingly specific for your organization.
• #33: Bullet 1: There is a default preference that indicates whether or not Work Order generation from Preventive Maintenance schedules should be suppressed if the Asset is not in service.
• #34: Bullet 1: Refresh preferences for the Asset Explorer are available, to determine whether the refresh should happen automatically after saving an Existing Record, or after Saving a New Record. Bullet 2: This preference will set the number of records that should be displayed per page in the Explorer. Setting to ‘BH’ will display as many records per page as the Browser Height will allow, or a specific numeric value can be entered.
• #35: Bullet 1: The Asset Hierarchal Order can be set via the Asset Preferences – this can also be done using the Asset Hierarchy Display Tool. By selecting Asset ID or Asset Name, the Hierarchy will sort by one of these options. The Custom selection will look to the Asset Hierarchy Display Tool to take the custom order that has been entered numerically. Bullet 2: Conditional formatting allows you to alter the appearance of the Asset Hierarchy based on specific criteria. There are three different types of Conditional Formatting available per Repair Center preference. Format Style and Format Criteria are used to create the Conditional Formatting. Note: This is described in more detail in the System Administrator Track.
• #36: Bullet 1: Use ID Builder for New Assets will automatically build the ID for new records (based upon the Asset Parent). For example, if the Asset Parent ID is BLD-1, then when creating a new record and assigning the BLD-1 Asset as the Parent ID, the system would automatically put BLD-1 in the ID field for the new Asset. Bullet 2: Use Auto-Number with ID Builder will use the Auto-Number feature combined with the ID Builder. For example, if you are creating a new Asset and have defined it with a classification that is not a location, the system will put the name of the classification with a dash and then the word Auto-Number. Upon saving the Asset, if Auto-Number is found in the Asset ID, it will be replaced with the next available number for the designated Asset Classification
• #37: Bullet 1: The setting to adjust the max nodes to read on the Tree will simply determine how many records are displayed on the Tree for visual purposes. This is a numerical value only. Bullet 2: The preference to assign Asset IDs as Customer ID – Next Customer Asset Number will take the Customer ID associated with the Asset (for newly created Assets) and use that for the Asset ID. It will then add a dash sign, and add the next number for the Asset sequence after it.