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A use for a Workspace that you might not immediately think of, is to manage Batch Work Generation (BWG). BWG is Blue Mountain RAM’s feature that automatically creates work records for you. Certain situations tell BWG not to make a work record for a schedule. Most of the time these “stop” situations are appropriate, however, sometimes they can go from appropriate to problematic if necessary human action is never performed or known about. This is why making a “Batch Work Supervisor” Workspace is a great thing. Give it all the Query Tabs and Action Buttons needed to identify and address small issues before you find yourself operating with overdue assets.

Prepare To Fill Your Workspace

Before you make the Workspace, you need to make at least some of the queries you plan to list on its Query Tabs.

Create Queries That Find Situations That Halt BWG

The rules of some record types contain settings that are manipulated to control when work is auto-generated by BWG. You need to know which statuses in your Asset and Event Rules have “Exclude from Batch Work” enabled to exclude BWG, and which statuses in your Measurement Data Template (MDT) and Work Plan Template (WPT) Rules have “Is Assignable” enabled so that events using those MDTs and WPTs are receptive to BWG.

Your rules may differ from mine and you may have more rules than I do in my examples. Your rules might also need queries per Record Type to collect this information. In any case, the design of your rules will determine what query criteria and queries you need to accurately identify assets, events, MDTs, and WPTs that are in a status that inhibits BWG.

First, let’s learn where the “Exclude from Batch Work” setting is in Asset and Event Rules.

  1. Sites > YourSite > Dataset Groups > YourDatasetGroup > Rules
  2. Under Rules, select Assets to see asset rules, and Events to see event rules
  3. Open a rule you wish to check
  4. On the States tab, select Properties subtab, and view “Exclude from Batch Work” column

Second, let’s learn where the “Is Assignable” setting is on MDT and WPT Rules (same location)

  1. Sites > YourSite > Dataset Groups > YourDatasetGroup > Rules
  2. Under Rules, select MD Templates to see MDT rules, and WP Teplates to see WP Template Rules
  3. Open a rule you wish to check
  4. On the States tab, select Properties subtab, and view “Is Assignable” column

Third, let’s chart which statuses/states have “Exclude from Batch Work” or “Is Assignable” enabled, so we have a full picture of what queries are needed and the status criteria they need.

Example Charts:

Time To Build the Queries

I have several queries to share. The first is in detail. The remainder will list Columns and Criteria.

1) Asset and/or Event in Status That Excludes Batch Work for Calibrations/Maintenance

This query produces a list of Schedules that will not generate work due to asset or event status.

The “Exclude from Batch Work” setting in asset and event rules serves a good purpose for new or retired records, but what if an asset or event is in one of those statuses by mistake? Work will not be generated; causing problems for you. You need a query to find schedules owned by assets or events in statuses that exclude BWG to identify and correct ones that should not be in such a status for work to be generated for them.

Cal Sched Excluded: Asset(Draft,Retire) or Event(Draft)       Schedules/Asset Schedules

Maint Sched Excluded: Asset(Draft,Retire) or Event(Draft)       Schedules/Asset Schedules

(After creating ‘Cal Sched’, use ADD SIMILAR and edit the criteria as noted to create ‘Maint Sched’)

a. Same for both titles – Columns needed to reveal meaningful information and provide for searching a date range of Due Dates. After adding a column, you can double-click its row to open a dialog and change the Column Alias or Column Width.

  • Due Date (Schedule)
  • Asset Status (Asset; edit the Column Alias)
  • Asset Rule (Asset; edit the Column Alias)
  • Event Status (Event; edit the Column Alias)
  • Event Rule (Event; edit the Column Alias)
  • Asset ID (Asset)
  • Event ID (Event)
  • Event Name (Event)
  • Interval (Schedule)
  • Frequency (Schedule)

b. Here is the Criteria needed to find Calibration Schedules owned by assets or events whose status excludes them from BWG. When this query is completed, you can save time making the one for Maintenance Schedules by applying the ADD SIMILAR command and editing the “Record Type = Calibration Event” criteria to “Record Type = Maintenance Event.”

c. Sorting is by Due Date and then by Asset ID

d. Set the query’s Security to include the group assigned to the Batch Work Supervisor Workspace

Appearance of query in Batch Work Supervisor workspace:

e. Use QuickFind to check a date range, such as a calendar month of schedules. Do you see issues?

2) Schedules Missing Due Date

This query produces a list of all Schedules without a Due Date.

Schedules- No Due Date = No BWG        Schedules/Asset Schedules

  • Due Date (Schedule)
  • Interval (Schedule)
  • Frequency (Schedule)
  • Event Name (Event)
  • Event ID (Event)
  • Event Status (Event; edit the Column Alias)
  • Asset ID (Asset)
  • Asset Status (Asset; edit the Column Alias)

3) MDTs that are unassignable 

This query produces a list of unassignable MDTs that, if listed on a Calibration Event, stop BWG for that Event.

MDTs- Unassignable         MD Templates/MD Template

  • Name (MDT)
  • Description (MDT)
  • Rule Name (MDT)
  • Status (MDT – Check MDT Rule State Properties for “Is Assignable” settings)

4) WPTs that are unassignable

This query produces a list of unassignable WPTs that, if listed on Event, stop Event’s BWG.

WPTs- Unassignable         WP Templates/WP Template

  • Template Name (WPT)
  • Description (WPT)
  • Rule Name (WPT)
  • Status (WPT – Check WPT Rule State Properties for “Is Assignable” settings)

5) Calibration Events that do not specify a “Work Rule to Assign”

This single record type query facilitates the use of the Batch Update tool to enter missing data.

BWG must know which rule to apply to each work record it creates. If Work Rule to Assign is blank, the listed Default Rule (Dataset Options of System Configuration) will be applied. If that is blank, a work record is not created. If you do not list Default Rules, or you do not want Default Rules applied to planned Events, you will want to make sure all Events list a Work Rule to Assign.

Work Rule to Assign- Empty (Cal Events)     Events/Calibration Event

  • Event ID (Event)
  • Event Name (Event)
  • Work Rule to Assign (Event)
  • Event Type (Event- Private or Shared)
  • Status (Event)

6) Maintenance Events that do not specify a “Work Rule to Assign”

This single record type query facilitates use the of the Batch Update tool to enter missing data.

BWG must know which rule to apply to each work record it creates. If Work Rule to Assign is blank, the listed Default Rule (Dataset Options of System Configuration) will be applied. If that is blank, a work record is not created. If you do not list Default Rules, or you do not want Default Rules applied to planned Events, you will want to make sure all Events list a Work Rule to Assign.

Work Rule to Assign- Empty (Maint Events)         Events/Maintenance Event

  • Event ID (Event)
  • Event Name (Event)
  • Work Rule to Assign (Event)
  • Event Type (Event- Private or Shared)
  • Status (Event)

7) Calibration Events in a status that excludes BWG

This single record type query facilitates the use of the Batch Update tool to change record status

Calibration Events- Unassignable(Draft)         Events/Calibration Event

  • Event ID (Event)
  • Event Name (Event)
  • Event Type (Event- Private or Shared)
  • Rule Name (Event)
  • Status (Event – Check Cal Event Rule State Properties for “Exclude from BWG” settings)

8) Maintenance Events in a status that excludes BWG

This single record type query facilitates the use of the Batch Update tool to change record status

Maintenance Events- Unassignable(Draft)         Events/Calibration Event

  • Event ID (Event)
  • Event Name (Event)
  • Event Type (Event- Private or Shared)
  • Rule Name (Event)
  • Status (Event – Check Maint Event Rule State Properties for “Exclude from BWG” settings)

9) Equipment Assets in a status that excludes BWG

This single record type query facilitates the use of the Batch Update tool to change record status

Equipment Assets- Unassignable(Draft,Retire)         Assets/Equipment

  • Asset ID (Equipment)
  • Display Description (Equipment)
  • Rule Name (Equipment)
  • Status (Equipment– Check Equipment Rule State Properties for “Exclude from BWG” settings)
  • Status Date (Equipment)
  • Owner (Equipment)

10) System Assets in a status that excludes BWG

This single record type query facilitates the use of the Batch Update tool to change record status

System Assets- Unassignable(Draft,Retire)     Assets/System

  • Asset ID (System)
  • Display Description (System)
  • Rule Name (System)
  • Status (System– Check System Rule State Properties for “Exclude from BWG” settings)
  • Status Date (System)
  • Owner (System)

Creating the Workspace:  Batch Work Supervisor

Now that queries have been made, let’s make a Batch Work Supervisor Workspace. Here is a graphic of my finished Workspace highlighting the three Workspace components you must configure: Security (who can see it), Action Items (activity shortcuts), and Tabs (queries).

Steps To Add and Configure a Workspace

1. Add the Workspace (System Configuration)

a. Sites > YourSite > Workspaces, and click NEW button

b. Assign Workspace Name (Batch Work Supervisor), Subtext (Investigate BWG), & Icon URL

2. Assign Security

a. Group: choose -or make and choose- a group (Batch Work Supervisors)

b.The Workspace then appears in their selection of Workspaces

3) Assign Action Items

a. Batch Work Generation, View Log (Check daily for log entries; contact BM Technical Support if new log entries stop appearing)

b. Batch Update, Correct Exclusion Issues (When multiple records are excluded because they are missing data or in the wrong status, the Batch Update tool provides a faster way to add data or change status as appropriate)

c. Export To CSV, Export current query (Send the query data to Excel, where you can chart it or print a list)

d. Add Work, New Work Record (Quickly add an individual scheduled or unscheduled work record as appropriate)

e. Edit Query, Edit Current Query (Open Query Designer Window of current query -if you have edit query rights)

4) Assign Tabs

a.Select the Query Titles you made for the Batch Work Supervisor workspace. (Each query must list the Batch Work Supervisors GROUP in its security!)

b. If applicable, select Report Titles to include

5) Logoff and back on Blue Mountain RAM to view your new Workspace

a. You must be a member of the Batch Work Supervisors GROUP to see the Workspace!

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For further information, consult your Blue Mountain RAM User and Administrator Manuals. If necessary, please contact our friendly Support Technicians at techsupport@coolblue.com with questions. Also, please enjoy calling and speaking with your Regional Sales Manager (RSM) at 800-982-2388 if you are interested in Blue Mountain RAM training or Services.