> Defining Equipment

Define your organization’s assets, systems, and functional positions as equipment.

Use asset profiles to create a large number of identical assets very quickly. You can also use Datastream 7i to designate equipment that is subject to the United States Food and Drug Administration (FDA) Current Good Manufacturing Practices (cGMP) standards. Designating an asset as cGMP equipment enables you to configure Datastream 7i to create electronic records and/or require signatures for any work performed on cGMP equipment.

Define equipment before associating parts or permits with that equipment or before setting up parent/child relationships.

The installation parameter ASSETASS determines whether assets are recognized at purchase order creation or upon receipt.

Follow these steps to define equipment.

1. Open the Equipment form (OMOBJC).

2. Click the Record view tab. Datastream 7i displays the Record view page.

3. Equipment—Enter a unique code identifying the equipment, and then enter a description of the equipment in the adjacent field.

4. Organization—Click to select the organization to which the equipment belongs if you use multi-organization security.

5. Type—Click to select the equipment type (Asset, Position, System). The listed values belong to the OBTP entity.

6. Department—Click to select the equipment’s department.

7. Status—Click to select the equipment status. The listed values belong to the OBST entity. Refer to the following list for default status values:

• A—Awaiting purchase. Interacts with the purchasing module. If assets are recognized at purchase order creation, then an asset must be created at time of purchase order generation. The ASSETASS installation parameter determines when assets are recognized: at receipt (R) or at purchase order creation (P).

• B—Purchased/in store. Reserved for new equipment received into a firm’s store.

• C—In store. Assigned when a piece of equipment is transferred to a store (i.e., the item has been removed from stores and then returned for later issue).

• CIR—In repair. Assigned when a repairable spare tracked by asset is being repaired internally or externally.

• CRR—To be repaired. Assigned when a repairable spare tracked by asset is returned.

• D—Withdrawn. Items no longer available for use.

• I—Installed. Assigned when a piece of equipment is in place and operating within the business organization.

Status relates directly to the Status change authorization matrix. Do not permit a status change from any other status to Awaiting purchase or from any status other than Awaiting purchase to Purchased/in store.

Datastream 7i assigns Status values of Purchased/in store, To be repaired, or In repair; you should not select these values. Select the Status value Purchased/In store only when defining a piece of equipment in the store.

You cannot create work orders when the equipment’s Status is A—Awaiting purchase or D—Withdrawn.

Withdrawal date can only be specified when Status is B—Purchased/in store, C—In store, or D—Withdrawn. Withdrawal date is set when Status is D—Withdrawn. All other data is kept at the old value. It is impossible to set the status to D—Withdrawn if the piece of equipment has a parent.

8. Class—Click to select the class of the equipment. The classes shown belong to the OBJ entity.

9. cGMP—Select to indicate that the equipment is subject to cGMP regulations.

10. Production—Select if the equipment is used in production.

11. Category—Click to select the equipment’s category.

12. Safety—Select to observe safety precautions when working with this piece of equipment.

13. Out of service—Select if the piece of equipment is not used and should not appear in the list of values.

14. Parent—Click to select the equipment’s parent equipment, if applicable. Parent equipment must be the same type as child equipment. Datastream 7i automatically populates this field if the equipment is part of an equipment hierarchy.

15. Dependent—Select to indicate if the equipment is dependent on the parent equipment. If the parent equipment moves to another location and the child equipment automatically moves with it, then the child equipment is dependent on the required parent equipment.

16. Location—Click to select the equipment’s location, if applicable. Location is not applicable if the equipment has a parent and is dependent.

17. Position—Click to select the functional position occupied by the asset. Select only if the equipment type is Asset. Datastream 7i automatically populates this field if the equipment is part of an equipment hierarchy.

18. Manufacturer—Click to select the equipment’s manufacturer.

19. Assigned to—Click to select the person responsible for the equipment.

20. Serial number—Enter the equipment’s serial number as necessary.

21. Model—Enter the equipment’s model number.

22. Revision—Enter the manufacturer’s revision number.

23. Commission date—Enter the equipment’s installation date.

24. Value—Enter the equipment’s value (generally, purchase price).

25. Meter unit—Click to select the equipment’s primary unit of measure.

If you enter a meter unit, also associate the unit of measure with the equipment on the Meter usage definitions form (ODUSGD).

26. Criticality—Click to select a criticality code to indicate the relative importance of the equipment to the overall production of goods or services for your organization.

Criticality proceeds to work orders when the equipment requires maintenance. The listed values belong to the OBCR entity.

27. Cost code—Click to select the equipment’s cost code.

28. Click More. Datastream 7i displays additional fields. Some of these fields are used to define the equipment as a part or to define VMRS equipment.

29. Store—Click to select the store in which the by asset equipment is stocked.

30. Bin—Click to select the bin storing the equipment.

31. State—Click to select the equipment state. The listed values belong to the OBSA entity.

32. Prevent WO completion—Select to indicate that work orders for this piece of equipment should not be closed.

33. Variable 1 - Variable 6—Enter information in these fields as necessary. Contact your system administrator about customizing or removing these fields. These fields are also used as equipment aliases.

34. Dormant start—Enter the date on which the dormant period for any PM work orders for the equipment begins.

35. Dormant end—Enter the date on which the dormant period for any PM work orders for the equipment ends.

36. Sold/scrapped date—Enter the date after which to stop calculating depreciation expense and book value for the asset.

37. Reuse dormant period—Select to use the same specified dormant period for any PM work orders for the equipment on a yearly basis. If you select Reuse dormant period, Datastream 7i automatically updates the specified Dormant start and Dormant end dates to future dates after the dormant period for the equipment has elapsed. Additionally, the specified dormant period will be the default dormant period for any new PM equipment records.

38. Choose File | Save from the menu bar. Datastream 7i saves the information to the database.