Asset Tracking and Management

A primary goal of Enterprise Asset Management Software and Enterprise Asset Management Systems (EAMS), such as GP MaTe, is to be able to track an asset from “cradle to grave”. From a computerized record keeping perspective, this means being able to maintain all of the following information about an Asset or piece of Equipment.

  • Procurement information, including vendors, prices, warranties and specification
  • All operating and maintenance (O&M) documents in machine readable or scanned formats
  • Complete history of all Preventive Maintenance and Corrective Maintenance actions taken
  • Final disposition of the asset when obsolete

Whereas the typical Computerized Maintenance Management System (CMMS) is designed to manage the work order based activities for Assets and Equipment once operating, an Enterprise Asset Management Software System should be involved, if possible, during the construction phase of the facility and be used for the specifications and procurement of the assets.

Identification of Assets and Equipment

Equipment are usually identified by a unique ID such as a P&ID designation. In GP MaTe, one can use any format of identifier, including a simple sequential number. With the powerful search capabilities in the system, users typically look up the equipment by descriptions or location information as well as the ID.

GP MaTe also supports an asset / functional location identification approach, where the asset is identified by an asset ID (typically linked to an accounting designation for the specific piece of equipment – make, model and serial number) and is then linked to the functional location, which is usually the P&ID. This approach better supports the movement of an asset between various functional locations in your site over time.

Each piece of equipment can be assigned location and usage information, such as what system it belongs to, production lines, locations, areas, etc. Asset Management Tracking Software can then manage the movement of these assets throughout the enterprise asset management software. This information can then be used for groupings for reporting and analysis.

Equipment Hierarchy

GP MaTe supports an unlimited level equipment hierarchy. By defining parent or children equipment, GP MaTe can use this information to roll-up costs for reporting. This information can also be used to define shut-down groupings, GP MaTe can then suggest other maintenance activities that might be performed on children equipment (e.g. upcoming PM tasks) when the parent is being shutdown.

Equipment Type and Name Plate Information

One of the more important assignments to an equipment record is its Equipment Type. This is a controlled vocabulary entry (e.g. Valve, Globe), that bests describes the entity. By making this assignment, you can then use this equipment type to define relevant Name Plate fields. So for example, a Globe Valve might have name plate information, such as inlet diameter, maximum pressure, etc. that would be different than for say an electric DC motor.

GP MaTe also uses the Equipment Type designation to help target useful maintenance feedback information by limiting failure codes or problem codes based upon the equipment type.

External Documents

In GP MaTe, you can link external documents to an asset record. This will then make these documents immediately available online to users when they are working on the asset or for information at any time. Examples of external context that can be linked are:

  • Operating Manuals in various formats (PDF, DOC, scanned, etc.)
  • CAD Drawings
  • Manufacturer Web Sites
  • Videos of maintenance procedures
  • Specifications

Maintenance and Safety Procedures

GP MaTe has a Procedures repository that is used to store documents such as maintenance overhaul or calibration procedures, safety procedures (confined space permits, lock-out tag-out procures, etc.) and any other information that might pertain to one or more pieces of equipment or tasks performed. These procedures can be linked as an information only or as a required procedure. If it is required, then any work order affecting this piece of equipment will have this procedure as part of the work package automatically.

Equipment can also be designated as being covered by various regulations, such as PSM. This linkage can be used to trigger Management of Change reviews prior to work order approval.

Master Parts Lists

GP MaTe links equipment with spare parts inventory through our Master Parts Lists (MPLs). An MPL is simply the bill of materials for the equipment listing spare parts stocked that may be used in the maintenance or repair of that equipment.

What is unique with GP MaTe is that the MPL can be linked to more than one piece of equipment, so if you have redundancy in any equipment make / model, you only need to create one MPL. This is very useful in situations, such as public water meters, where there might be hundreds or thousands of same make / model equipment in operation.