Understanding the Asset Record

Blue Mountain RAM’s Asset record is the central record type which work is scheduled and performed against. Asset record fields capture critical information about the assets.

Asset records are commonly used to track:

  • Identifying information about an instrument (ie. tag number, make, model, serial number, where/how it is used, etc.)
  • History of an instrument (planned and unplanned activities)
  • Scheduling of activities against an instrument
  • Cost of ownership
  • Warranties
  • Service agreements

Types of Asset records in Blue Mountain RAM include:

  • Equipment – standalone instruments and standards
  • System – complex assets that track work from child components (may be Equipment or System as sub-systems, and develops a hierarchical structure)
  • Loops – used to group assets for a single activity (primarily used for loop calibration)
  • Locations – used to track information specific to a location, including scheduled activities that occur against a particular location

Creating an Asset Record

There are four methods for creating a new Asset record:

1) Workspace: Within a Workspace, click on the “Add Asset” Action Item. NOTE: The Workspace must be configured to contain this Action Item.

2) Query: Navigate to an Asset Query and click the “New” button.

3) New Menu: Click to expand the “New” menu and select “Asset.”

4) Add Similar: Right-click an Asset record within a query and select “Add Similar.” NOTE: This will populate select fields in the New Asset.

During the Asset creation process, users will define the type of Asset, workflow, and Unique Identifier.

Editing an Asset Record

To modify an Asset record, you must put the record into Edit Mode by clicking on the “Edit” button . Here, you can enter field information and add grid data. (NOTE: In order to save changes, you must save the record and include an audit reason.)

Creating Standards

Standards will ALWAYS be Equipment records, however, not all Equipment is necessarily a standard.

Adding and Activating a Standard

To be assigned as a Standard, an Equipment record must contain a Calibration Event with a future date scheduled and historical passing Calibration Work.

Steps for Adding a Standard:

1) Put the Equipment record into “Edit” mode.

2) Click on the “View” menu and navigate to “Add As Standard.”

3) Give the Standard a unique name. (This name does not have to match the Equipment record’s Asset ID.)

4) Select a Calibration event that has been previously applied to the Equipment record. (This allows a Standard to be assignable.)

5) Add Standard classes as you see fit. (This limits the Work records this Standard can be applied to.)

6) Click “OK” to confirm your changes.

7) Save the record and enter an audit reason.

Once complete, you will see the Standard flag  appear in the upper right corner of the record for easy identification.

A Standard must be assignable and in the Active mode for it to be applied to Calibration Work. Upon initial creation, you will need to change the Standard’s mode to Active for it to be assignable.

Steps for Making a Standard Active:

1) Put the Equipment record into “Edit” mode.

2) Click the “View” menu and navigate to “Standard.”

3) Verify that the Assignable checkbox is checked. (NOTE: A Standard is only assignable once a calibration is performed against the designated Calibration event.)

4) Select the appropriate mode. (Active)

5) Click “OK” to confirm your changes.

6) Save the record and enter an audit reason.

Standard Modes

Standards can be managed on an ongoing basis using available Standard modes. To prevent a Standard from being assigned, you can change the Standard mode from Active to Disable or Retired.

Filtering Standards

Standards may be filtered via a Query categorized within the Equipment Queries: Queries > Assets > Equipment > All Standards.

Standard Reverse Traceability

Standards can be associated with a Calibration activity on a work order. This directly links the Calibration Work to the Standard. Standard Reverse Traceability allows users to monitor where the Standard is used and allows date parameters to be applied. A filter may also be used within the Standard Reverse Traceability window to apply additional parameters. To navigate to the Standard Reverse Traceability window, click on the “View” menu of an Equipment record and select “Reverse Traceability.”

Loop and System Membership

There are two checkboxes on the Asset record that allow you to identify the asset to be part of a Loop or System. Any System or Equipment may be identified as a System Element – meaning it could be a child component of a parent System. Additionally, any Equipment may be identified as a Loop Element – meaning it can be grouped as a Loop member for Loop Calibration activities.

It is important to note that checking the System or Loop Element checkboxes does not automatically insert the record into a System or Loop. This only makes it available to be manually added to an existing System or Loop record. Your configuration must have a System/Loop workflow active to gain functionality from these fields.

Modifying Loop Members

Steps for Modifying Loop Members:

1) Put the Loop record into “Edit” mode.

2) Click the “View” menu and navigate to “Loop Members” to view a list of all current Assets associates with the Loop.

3) Add Assets to the Loop:

  • Click the “Insert” button. (This generates a list of Assets that have the Loop Element checkbox checked – allowing the Asset to be added to a Loop.)
  • Query the results to filter your desired Asset.
  • Highlight the Asset and click the “Add” button.

4) Remove Assets from a Loop:

  • Highlight the Asset and click the “Remove” button.

5) Click “OK” to confirm your changes.

6) Save the record and enter an audit reason.

To view your changes, click the “View” menu of the Loop record and navigate back to “Loop Membership.”

Modifying System Hierarchies

Steps for Modifying System Hierarchies:

1) Open the System record. (NOTE: The record does not need to be in Edit mode.)

2) Click on the “View” menu and navigate to “Hierarchy.” (NOTE: The Asset ID of the System will be noted at the top of the Hierarchy. All children already assigned to the System will appear underneath it.)

3) Add a child component:

  • Click the “Add Child Component” button. (This generates a list of Assets that have the System Element checkbox checked – allowing the Asset to be added to a System.)
  • Query the results to filter your desired Asset.
  • Highlight the Asset you would like to add and click “OK.”
  • Enter an audit reason.

4) Remove a child component:

  • Highlight the Asset you would like to remove and click the “Delete Selected Component” button.
  • Enter an audit reason.

To view your changes, click the “View” menu of the System record and navigate back to “Hierarchy.”

Work Management

Loops can disperse work performed on the Loop record to the associated members of the Loop. When users look at work performed on any member, they will see work against that Asset, in addition to work performed against the Loop. Loops prevent having to duplicate calibration results on multiple Assets by pushing work “down” from the Loop to all members.

On the other hand, Systems are tools to aggregate work performed from child components onto the parent System record. When users select “View” and then “Work” on a System record, they will see work performed on that System and on all child components that fall under the System. Work records are only pushed “up” a System Hierarchy (parent histories do not show up on child components).

Location Hierarchy vs. Location Assets

Location Hierarchy and Location Assets are often confused due to their nomenclature. It is important to understand their differences and the fact that they are independent from one another.

Location Hierarchy

A Location Hierarchy is created and controlled by site or system administrators and is used to map out areas of interest in a hierarchical method. For example: Building > Floor > Room. Once constructed, the Location Hierarchy is used to populate the Location field on records. The location field may be used to filter records by the area they are primarily or permanently used within a facility.  Location Hierarchy values do not need to be tracked as Assets.

Location Assets

A Location Asset is typically created and controlled by end users and is used to track data pertaining to a location, as well as any activities performed against a location. Location Assets do not affect the values available for the Location field on other records and do not have a Hierarchy entry.

This blog covers content from the Blue Mountain RAM Functionality eLearning. Blue Mountain RAM Functionality eLearning is a pre-packaged, computer-based training designed to build a foundational knowledge of the Blue Mountain RAM application. To learn more about Blue Mountain RAM Functionality eLearning, contact your Regional Sales Manager at 800-982-2388 or sales@coolblue.com.