Importance of IDs

Proper coding of assets, parts, procedures, and schedules is critical to the successful implementation of iMaint. These IDs are keys to finding the information stored by the system.  IDs serve several functions.  First, they must identify data is a way that is meaningful to a variety of users.  Second, they must be designed to remain useful over time, and third, they must be usable for all the records in the file.

Sometimes, accommodating all these functions can be difficult.  Because iMaint is designed to be versatile and accommodate a variety of needs in the area of maintenance management, no single coding scheme is insisted upon.  However, the following suggestions will help to develop a sound coding strategy.

Evaluate your method for identifying equipment, inventory items, etc., if you have one, and decide whether to keep it, modify it, or create a new one.  Plan an identification method if you do not have one.

These following methods illustrate asset data entry because the asset is the focal point of all maintenance. Apply these methods to all iMaint forms.

• Create a custom identification method that fits your facility’s needs. Follow these guidelines when creating a custom identification method.

• Create key fields that contain meaningful groups of characters.

• Ensure that the first characters of ID fields refer to the categories you want grouped together because by default iMaint sorts records by ID field.

• Include "gaps” in your identification method so that you can easily insert new records or record groups in the future.

• Carefully plan a functional and practical identification method before entering information into iMaint, eliminating the need to change ID references later.

• Create an identification method that is meaningful, easy to use, and easy to remember.

• Create identification codes that are easy to recognize. For example, FKLFT001.

• Use consistent terminology, especially with abbreviations. For example, consistently use either "BLDG” or "BUILD” as an abbreviation for BUILDING so that a query or search finds all occurrences of ’building'.

• When you change an ID field, iMaint checks for references to the changed ID field throughout the database and changes that value for every instance.

Smart Coding

You assign a unique ID to every item in iMaint so you can track and identify items throughout the system.  Coding your IDs and descriptions in a systematic manner will facilitate successful operation of your system, and reduce the processing time of major functions.

If you do not already have a coding system established, we strongly recommend using Smart Coding to assign IDs. However, even if you already have a coding system in place, but would like to migrate to Smart Coding, you can do so by renaming IDs (this will be discussed later in the chapter).

Smart Coding requires that you categorize the items in your iMaint system.  A smart-coded ID is comprised of an abbreviation for the larger category and a numeric sequence for the individual items in the category.

We suggest using the first three or four characters of the ID to specify the category.  As an example, consider multiple presses who’s IDs are PRSS-001, PRSS-002, etc. "PRSS” is used here to identify a type of asset, in this case, presses.

To break presses down into multiple categories, simply ID them differently.  For instance, five- ton presses might be PR05-001, PR05-002, etc., and the ten-ton presses would be PR10-001, PR10-002, etc. A report by category including all assets starting with "PR” would then summarize totals by press capacity and provide grand totals for all presses.

For Example, if you have nine presses, you could code them PRSS1 through PRSS9.  However, when you purchase your tenth press, you cannot give it an ID that will maintain the sequential ordering.  PRSS10 will cause the press to be sorted between the first and second presses.  If you coded the first nine presses PRSS001 through PRSS009, the tenth press could have been PRSS010.  With this arrangement, you could have up to 999 presses.

The IDs above are based upon a mnemonic abbreviation of the equipment name.  A mnemonic abbreviation of the equipment type is recommended over a numeric code (i.e., 110001).  The concept is simple. It is easier to remember, or even to guess, that a press might be found under "P”, "PR”, or even "PRS” in the asset lists rather than under "11001”.  Using only numeric codes, every user would need to constantly reference a cumbersome master list to find out what those numbers represent.  Properly chosen, mnemonic IDs provide the easiest way to identify items in the system.

A possible problem in using mnemonics for IDs is the similarity between names.  This can sometimes cause confusion.  Simply coding all presses to start with "P” does not immediately distinguish presses from pumps or pressure switches.  On the other hand, coding presses as "PRS”, pumps as "PMP” and pressure switches as "PSW” makes a clear distinction.

Use a sequence number to distinguish between same types of equipment.  Keep in mind that the computer sorts and sequences character fields by comparing from left-to-right.  For example, the ASSET IDs below would be sorted as follows:

PR01-001

PR05-001

PR05-002

PR1-001

PR10-001

While there is no need to try to use all the characters in an ID field (fewer keystrokes means fewer opportunities for mistakes and faster entry), insert zeros to reserve space for adding into a sequence.

Tip: Allow enough digits in the numeric portion of an ID for growth.  An extra leading zero or two never hurts, and it is much easier to incorporate them from the beginning than it is to change your entire coding system for a specific series of IDs.

Assets

Before discussing what might be included in an Asset ID, it is important to point out what need not and should not be in this field.  Do not incorporate location, asset number, general ledger account number, manufacturer, or model information.  All this information is stored in the asset record.  Reports can be generated which sort and select assets on these fields.  Adding this information to the ID creates redundancy and often leads to inconsistencies and inaccuracy in the representation of information.

When developing information in the asset ID, be aware that the ID is linked to a specific asset for its life in the system.  If assets are identified by location and it is later moved, the ID is no longer valid and a significant element of confusion is introduced into the database.

The same is true of departments or general ledger accounts since it is possible that an asset will be transferred.  As asset IDs are created, remember that current circumstances and situations may change. Therefore, IDs should indicate the basic features of the asset, not those that are likely to change.  You can rename IDs.

If you are going to assign IDs to the forklifts in your company, you could begin this set of IDs with FKLFT.  You would then number each individual forklift to distinguish among them, such as FKLFT001 and FKLFT002.  Be sure the abbreviation is long enough to be distinct, but not so long that you cannot add the numeric sequence.  IDs can be up to 40 characters long.

 

Equipment Air Compressors Air Conditioners Furnaces Grinders Cranes

Abbreviation ACMP ACND FURN GRND CRAN

Contacts

Contacts consist of your Employees and Suppliers such as Vendors, Manufacturers, Contractors, etc.  The following is a brief description of each with suggestions for creating IDs.

Employees

For employees, use Payroll IDs. Another option for Employee Codes is either initials or initials and numbers instead of only numbers for employee codes.  Do not use social security numbers for employee codes.  They are difficult to remember and require a lot of typing.

Suppliers

If your Purchasing or Accounting Department has corporate identification numbers for Vendors, Manufacturers, Contractors, Customers, or Suppliers, use those numbers or use abbreviated vendor and manufacturer names for vendor IDs.

Parts

You should establish/develop a part-numbering scheme for Part IDs placed in the Part Master file.  Create item numbers by starting with the category, type, specification and ending with specific information or number.

Category describes the general type of part, such as BRNG for bearing, BUSH or BSHG for bushing, SHEA or SHV for sheave, SWIT or SWTC for switch, etc.

Type further describes the kind of part. For bearings, type may be FLN2 for two-bolt flange, PBLK for standard pillow block, ROLL for roller bearings, etc. Other examples are switches labeled by type:

 

ID	Description
FOOT LIM PROX PHOT MICR TOGG	Foot Switches Limit Switches Proximity Switches Photoelectric Micro-Switches Toggle Switches

 

Specification further defines the part within its category and type using a significant descriptive specification, such as 1.25 or 2.5- or .875 referring to the ID in inches of a bearing, for instance.  Of course, this example is suitable to bearings.  On a switch, voltage or amperage may be appropriate or it may be preferable to indicate a subtype such as SPST for single-pole single-throw, as on toggle switches.  Inevitably, the content of this region of the ID will depend on the category/type of the part.

Specific information or number provides the ability to further define the part by a significant descriptor, or to simply enumerate the multiple variants on parts of a particular category, type and subtype as defined by the first three regions of the Part ID.

Note: The part ID coding scheme cannot accommodate all possible significant descriptors.  For instance, a bolt may be coded BOLTHEX-.500X24, showing dimension, but no hardness; two motors may be coded MOTR1.5H1725.01 and MOTR1.5H1725.02, both having 1-1/2 horsepower, 1715 RPM motors, but differing in frame size.  In such cases, additional descriptors supporting selection of the proper bolt or motor should be included in the part name field.

Tasks, Procedures and Schedules

You apply Smart Coding to procedures, schedules, and other processes exactly as you do for physical items. For example:

 

ID	Procedure
FLTRPLA001 FLTOCHG012 PMWKEL01 LUBEPRS001	Replace Air Filter 1 Change Oil Filter 12 Weekly Electrical PM 1 Lubricate Press 1

 

ID	Schedule
PM01 INSPQC01 INSPWAR05	Preventive Maintenance 1 Quality Control Inspection - Week 1 Warranty Inspection 5

 

Additional Types and Codes

iMaint further organizes maintenance information with codes and types.  These examples demonstrate iMaint’s code and type identification methods.

Example 1. The Parts form has a Class field, enabling you to group parts records according to their purpose.  Track inventory usage for an entire group of items, and include this information in reports and graphs.

Example 2. Each asset has a type designation (Equipment Type), cost center code/general ledger number (General Ledger), and department code (Department).  An air-handling unit might be located in one department but also belong to a group (Asset) consisting of all air handlers in the facility.  All air handlers, furthermore, might belong to a cost center for all HVAC equipment. Create reports to include all work on one specific air handler, all filter changes on all air handlers, or all HVAC work a specific employee performs.  iMaint’s ability to report on such information depends on effective types and codes.

Use the following recommendations for codes and types:

• Examine the forms and reports on which you will use a code.

• Create meaningful abbreviations that are easy to learn and remember.

• Start simple. Use general categories at first. With iMaint, it is easier to make a system more detailed later than it is to simplify it.

• Leave a code or type blank if you are not sure how to use it. Come back to it later when you have more experience with iMaint.

Renaming IDs

You can rename IDs that were previously assigned.  When you rename an ID, iMaint changes the ID everywhere it displays in the system.  For example, you may want to rename IDs if you are implementing a Smart Coding system.

Note: To rename an ID, your system administrator must grant the Enable ID Rename option to each user.

Descriptions

By default, iMaint identifies and sorts most records by their ID field code or number (for example, Asset, Part, Supplier ID).  Each ID code has a corresponding Description field in which you may more accurately describe the record, enabling you to find the record more quickly.

Although you want your abbreviations to be distinct, do not weigh them down with information available in other fields of the database.  For example, you would not indicate the location of an asset in the ID.  You would not want to label the forklift in the Parts Room FKLFTPR001, and the forklift in the Shop Room FKLFTSR002, because the Asset table contains a Location field.

Being too specific in your coding system may limit your flexibility.  For example, if one of your forklifts breaks down and you decide to buy another, you might need to relocate one of the forklifts.  Then, you would either have an outdated coding system or you would have to re-code all your forklifts.

If you want to be more specific with your coding system, you can enter additional information in the description field (although here too, you should stay away from adding information available in other fields).  Add other identifying features instead.  If you have only two forklifts and one is green and the other yellow, then this could be the distinguishing feature to incorporate into the description field.

Develop clear and consistently formatted descriptions for codes.  Well-written descriptions enable employees to find records quickly and enable new employees to learn the system quickly.

Keep your descriptions short and precise. Remember that people may search based on the description.  When they do, they will search on the most generic term. In this case, it would be forklift. Do not enter the descriptions as:

 

ID	Description
FKLFT001 FKLFT002 CONV028	Green Forklift Yellow Forklift Shipping Conveyor Number 28

Instead, enter assets as – Main Definition and Specific Descriptor.  For Example:

 

ID	Description
FKLFT001 FKLFT002 CONV028	Forklift, Green Forklift, Yellow Conveyor, 028, Shipping

You are much more inclined to search for a forklift by the term forklift instead of the color, green or yellow.

The following is an example of designing Part descriptions – Main Definition, Specific Descriptor, and Size.

 

Part ID	Description
FLTOIL03	Filter, Oil P516

Optional Identification Methods

This section outlines several identification methods.  Use two or more of these methods in combination, or design a custom identification method.

Industry Standard Reference

The industry standard identification method uses references that are standard to the industry.  For example, the NEMA (National Electrical Manufacturers Association) identification method for inventory specifies references for items, such as motor frames and insulation cases.  This identification method ensures that duplicate spare parts do not exist under another number.  However, NEMA does not have a number for all parts.

Manufacturers Reference

The manufacturer’s reference identification method uses the manufacturer’s item number.  Use this method if you consistently purchase equipment or parts from the same manufacturer.

Item Reference

The item reference method uses sequential numbering, such as 00001, 00002, etc.  The item reference method is sometimes cryptic, so it is most useful when combined with another method, such as Smart Coding.

Type Reference

The type reference method classifies items around a common type. For example, all bearings would be BRNG-001, BRNG-002, etc.  This system is popular because a simple search for Item No. is greater than or equal to ’BRNG’ displays all bearings, requiring that you need only move the cursor through these records to find the particular bearing.

Equipment Group

If you use a group of parts for certain equipment only, use an equipment group reference for required parts and spare parts.  For example, use "CONV” as a preface to conveyor part numbers so that all conveyor parts appear together in the iMaint parts database.

Setting Up Email

The iMaint outbound email functionality enables you to compose email messages to send to any supported email account, as well as send outbound text messages to supported wireless devices from within the iMaint system.

In order for you to be able to send outbound email from within iMaint, you must have the SMTP service running on the application server.  To ensure that the SMTP service is running, use the following steps:

1. Select the Start button in Windows and go to Programs/Administrative Tools.

2. Select Services.

3. Locate the Simple Mail Transport Protocol Service.

4. Startup Type must be set to Automatic.

If Automatic is not set, double click the service and set it to automatic.

The following demonstration illustrates how to send an email.

1. Select the Send Email button on the tool ribbon.

When selected, the Send Email button will open the Send Message window.

This window enables you to manually compose a message and address it to one or more recipients.

2. Enter the recipient’s email type and email address.

3. Enter the subject in the subject line.

4. Compose your message in the message field.

5. Select the Send button to send your message.

Sending Messages from the Work Order Window

You also have the option on the Work Order window to send an email message, text message, or entire work order via email.  Based on the selection you make, the Send Message window opens with the subject line pre-populated.  It is important to note that any data fields from the work order can be included in either the subject line or body of the message.

Sending Messages from the Purchase Order Window

Similar to the work order, the same options are available to send information about a purchase order, or the entire purchase order via email.  It is important to note that when sending an entire purchase order, the message body of the email contains the same information as the printed purchase order.  

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