3Assets

This chapter contains the following:

Oracle Maintenance Cloud provides an integrated asset management application that can be used to define and maintain assets for an organization. An asset is an item, thing, or entity that has potential or actual value to an individual or an organization. An asset definition is the data content representing an asset. When an asset is defined, the asset is available to be maintained and repaired efficiently, resulting in maximum utilization of the asset.

Types of Assets

The assets are categorized into two types: customer assets and maintenance assets. The maintenance application enables you to manage and track both customer assets and maintenance assets; however, the application enables you to create the maintenance assets only.

The following table discusses the features of customer assets and maintenance assets:

Feature Customer Assets Maintenance Assets

Creation

Cannot be created in Maintenance Cloud application.

Can be created in Maintenance Cloud application.

Update

Can be managed and edited in Maintenance Cloud application.

Can be managed and edited in Maintenance Cloud application.

Tracking Method

Can be tracked using the following methods:

  • Full Lifecycle Tracking

  • Customer Asset Tracking

Can be tracked using Full Lifecycle Tracking method.

Item

Must have an item associated with the customer assets.

Must have an item associated with the maintenance assets.

Asset Number

Must have an asset number.

Must have an asset number.

Customer

Must have a customer.

Not Applicable

Shipment Date

Must have a shipment date.

Not Applicable

Operating Organization

Not Applicable

Must have an operating organization.

Applicable Tabs

Vertical tabs rendered for customer assets:

  • Overview

  • Parts List

  • Meters

  • Hierarchy

Vertical tabs rendered for maintenance assets:

  • Overview

  • Meters

  • Last Sales Orders

  • Hierarchy

  • Contracts

Note: Unless specifically mentioned as customer assets, the subsequent references to assets mean maintenance assets.

Managing Maintenance Assets

You can manage the following aspects of a maintenance asset:

  • Asset Data: The asset data or information is set of attributes which represents its physical form. These attributes enable you to uniquely identify an asset, define its relationship to an item, define location of the asset, and provide the default parameters for work order execution.

  • Parts List: A list of all the parts and components (items) that constitute an asset is known as the parts list for the asset. These items may or may not be defined as assets in the organization.

This figure illustrates the tasks that aid in managing the assets. In Maintenance Cloud, the assets can be managed using both the user interface and cloud imports. Using the user interface, you can search for the assets, create new assets, and edit the existing assets. Using the cloud imports, you can create new assets and edit existing assets in bulk.

Tasks that aid in managing assets in Oracle Maintenance
Cloud

Additionally, in user interface, you can keep track of assets by marking them as favorite. The integration with Oracle Social Network enables you to centralize and capture the user interactions about an asset, preserving the communication history and knowledge throughout the life cycle of the asset.

The Manage Assets page enables you to search for, create, and edit the maintainable assets. Additionally, you can view the attachments and details of the item associated with the asset. You can also mark an asset as favorite for easy tracking.

In the Maintenance work area, from the Tasks pane, click the Manage Assets link to open the Manage Assets page.

Search for an Asset

You can perform a basic keyword search to look for one or more assets. The keyword is searched across the following attributes of all the assets: Asset Number, Description, and Item.

You can use the following filters to perform an advanced search that enables you to search using various attributes of the assets:

  • Number

  • Description

  • Item

  • Serial Number

  • Show only IoT enabled assets

  • Include child assets

  • Operating Organization (applicable for maintenance assets only and is a required field)

  • Customer (applicable for customer assets only)

  • Location Type

  • Location

  • Assets Enabled for Maintenance

  • Assets That Allow Work Orders

Note: You must define either a Number, Item, Serial Number, or Location type to use an advanced search.

By default, only assets which don't have a parent asset will be considered by the keyword search. Select the Include child assets filter check box to expand the search to consider assets that have a parent asset.

You can also add these filter attributes to your filter region:

  • Group

  • Location Organization

  • Lot

  • Sales Order Number

  • Lot Number

  • Work Center

  • Work Area

  • Show only competitor assets

  • Show only assets without item

  • Bill-to Account Number (applicable for customer assets only)

  • Last Sales Order (applicable for customer assets only)

  • Contract (applicable for customer assets only)

Note: The location attribute filter is tied to all the location-based parameters such as location organization, work center, subinventory, locator, and customer address.

In the search results, you can mark an asset as favorite. You can save the frequently used search criteria as saved search. You can also run a search automatically by creating a saved search and setting it as default. When you have a default search criteria, the Search Results region displays the assets matching the search criteria whenever the Manage Assets page is opened.

Create an Asset

You can create an asset manually in the user interface by creating a new asset from scratch or by copying from an existing asset. Click the create button on the Manage Assets page to open the Create Asset page.

Edit an Asset

You can edit an asset on the Edit Assets page. Click the asset name link in the search results to open the page for editing. On the edit page, you can update various asset attributes and perform other functions on the vertical tabs that are rendered based on the asset type.

For a maintenance asset, the following vertical tabs are rendered:

  • Overview

  • Parts List

  • Meters

  • Hierarchy

For a Customer Asset, the following vertical tabs are rendered:

  • Overview

  • Meters

  • Last Sales Orders

  • Hierarchy

  • Contracts

How You Create an Asset

The Create Asset page enables you to create a new asset by choosing one of the following options:

  • Create new

  • Create from copy

Creating a New Asset from Scratch

To create a new asset from scratch, in the Create Asset page, retain the Create new option.

The Create Asset page has the following fields when you select the Create new option:

Attribute Description

Asset Number

An asset number that uniquely identifies the new asset. This value can be alphanumeric and must be unique for each asset. If you don't enter any value, the asset number is automatically generated.

Description

Brief information regarding the new asset. If you leave the asset description blank when you create an asset, then the description defaults from the description of the asset's associated item.

Operating Organization

The organization in which the asset is operable.

Item required

Item reference is required for asset creation. The check box is selected by default.

Item

The item number of the item from which the new asset is to be created. To create an asset, you can only use the items that are asset tracked and serial controlled. This field is applicable only if the Item required check box is selected.

Item Description

Brief information regarding the item from which the new asset is to be created.

Quantity

The quantity of the new asset. If the asset is associated with a serialized item, then the quantity is set to 1 and it'sn't editable. If the asset is associated with a nonserialized item, then the quantity is set to 1 but it's editable.

Customer

The customer of the new asset. This field is only available for customer assets.

UOM

Unit of measure. This field is only available and required for assets without item reference.

Location Type

The location of the new asset. The valid values are:

  • Customer address

  • External address

  • Internal address

  • Unknown

  • Work center

Location Organization

The organization associated with the new asset. Currently, only maintenance and manufacturing organizations are supported. This field is applicable only if the location type is set as work center.

Work Center

The work center associated with the asset. This field is applicable only if the location type is set as work center.

Default Maintenance Work Order Type

Refers to the specific nature of the maintenance work being performed.

The valid values are: Corrective and Preventive.

This attribute is applicable only for assets with item reference.

Default Maintenance Work Order Subtype

Refers to the specific nature of the maintenance work being performed at more granular level.

The valid values are: Condition based, Emergency, Planned, Reactive, Safety, and Under warranty.

This attribute is applicable only for assets with item reference.

Shipment Date

The date on which the new asset is shipped to the customer. it's set to the system date by default. This field is available for customer assets only.

Use BOM for Initial Hierarchy

The asset hierarchy is created by BOM explosion.

Enable IoT

The asset is enabled as Internet of Things.

Competitor asset

The asset is a competitor asset. The check box isn't selected by default.

After you have entered the values, you can click any of the following buttons to create the asset:

  • Save and Continue: The asset is created and the Edit Asset page opens for the asset.

  • Save and Create Another: The asset is created and a new Create Asset page opens for creating another asset.

  • Save and Close: The asset is created and the Create Asset page is closed.

Note: In the following scenarios, the asset is created with location type set as Unknown:
  • You select the location type as either Customer address, External address, or Internal address but don't select the location organization for the asset.

  • You select the location type as Work center but don't select the location organization or the work center for the asset.

Creating a New Asset by Copying from an Existing Asset

To create a new asset by copying from an existing asset, in the Create Asset page, select the Create from copy.

When you select the Create from copy option, the Create Asset page has Existing Asset region and New Asset region. In the Existing Asset region, enter the asset number of the asset from which you want to copy the attribute values. The New Asset region has the following fields:

Attribute Description

Asset Number

An asset number that uniquely identifies the new asset. This value can be alphanumeric and must be unique for each asset. If you don't enter any value, the asset number is automatically generated.

Description

Brief information regarding the new asset. If you leave the asset description blank when you create an asset, then the description defaults from the description of the asset's associated item.

Operating Organization

The organization in which the asset is operable. This field is populated based on the selected asset from which the new asset is being copied.

Item required

Item reference is required for asset creation. The check box is selected by default.

Item

The item number of the item from which the new asset is to be created. This field is populated based on the selected asset from which the new asset is being copied.

To create an asset, you can only use the items that are asset tracked and serial controlled.

Item Description

Brief information regarding the item from which the new asset is to be created.

Quantity

The quantity of the new asset. If the asset is associated with a serialized item, then the quantity is set to 1 and it'sn't editable. If the asset is associated with a nonserialized item, then the quantity is set to 1 but it's editable.

UOM

Unit of measure. This field is only available and required for assets without item reference.

Customer

The customer of the new asset. This field is available for customer assets only.

Location Type

The location of the new asset. The valid values are:

  • Customer address

  • External address

  • Internal address

  • Unknown

  • Work center

This field is populated based on the selected asset from which the new asset is being copied.

Location Organization

The organization associated with the new asset. This field is populated based on the selected asset from which the new asset is being copied.

Currently, only maintenance and manufacturing organizations are supported. This field is applicable only if the location type is set as work center.

Work Center

The work center associated with the asset. This field is populated based on the selected asset from which the new asset is being copied.

This field is applicable only if the location type is set as work center.

Shipment Date

The date on which the new asset is shipped to the customer. it's set to the system date by default. This field is available for customer assets only.

Use BOM for Initial Hierarchy

The asset hierarchy is created by BOM explosion.

Enable IoT

The asset is enabled as Internet of Things.

Competitor asset

The asset is a competitor asset. The check box isn't selected by default.

After you have entered the values, you can click any of the following buttons to create the asset:

  • Save and Continue: The asset is created and the Edit Asset page opens for the asset.

  • Save and Create Another: The asset is created and a new Create Asset page opens for creating another asset.

  • Save and Create Copy: The asset is created and the Create Asset page is retained with the same asset number to be copied from to create another asset.

  • Save and Close: The asset is created and the Create Asset page is closed.

Note: The Application Composer is now available for the Edit Asset page. You can configure the page layout, change the display labels, and order. You can also enable and add configured fields to the page and even hide non-required standard fields.

After an asset is created, you can edit certain attributes and parts list items of the asset on Edit Asset page. You can also mark an asset as favorite in a single click for easy access and tracking.

Edit Asset Attributes

You can edit the following attributes of an asset in the header region of the Edit Asset page:

Field Description

Number

An asset number that uniquely identifies the asset.

Description

Brief information regarding the asset.

Item Serial Number

The item number of the item associated with the asset.

Location Type

Location type of the asset. The valid values are:

  • Unknown

  • Inventory

  • Work Center

  • Customer

Location Organization

The organization to which the asset belongs. This attribute is applicable only when the location type is Inventory or Work Center.

Work Center

The work center to which the asset belongs.

Subinventory

The subinventory to which the asset belongs. This attribute is applicable only when the location type is Inventory. This is a read-only attribute.

Locator

The locator to which the asset belongs. This attribute is applicable only when the location type is Inventory. This is a read-only attribute.

Contact

The contact person for the asset.

For the enterprise asset, the contact person must be an employee of the organization.

For a customer asset the contact person must be a customer contact. The asset contact depends on the value of Customer attribute in the asset.

Customer

The customer to which the asset belongs. This attribute is applicable only when the location type is Customer. This is an editable attribute.

Address

The address of the customer where the asset is located. This attribute is applicable only when the location type is Customer. This is a read-only attribute.

Allow work orders

The check box indicates whether or not new work orders can be created for the asset. This attribute is applicable only for assets with item reference.

When the Allow work orders check box is selected, you can create work orders for both enterprise and customer assets.

Allow maintenance programs

The check box indicates whether or not the asset is to be maintained. This attribute is applicable only for assets with item reference.

When the Allow maintenance programs check box is selected, you can use the enterprise asset to create a work requirement in a maintenance program, but only if the Allow work orders check box is also selected.

Default Maintenance Work Order Type

Refers to the specific nature of the maintenance work being performed.

The valid values are: Corrective and Preventive.

This attribute is applicable only for assets with item reference.

Default Maintenance Work Order Subtype

Refers to the specific nature of the maintenance work being performed at more granular level.

The valid values are: Condition based, Emergency, Planned, Reactive, Safety, and Under warranty.

This attribute is applicable only for assets with item reference.

End Date

Date on which the asset becomes inactive.

Attachments

Attachments of type file, text, or URL in the assets.

Note: The Application Composer is now available for the Edit Asset page. You can configure the page layout, change the display labels, and order. You can also enable and add configured fields to the page and even hide non-required standard fields.

Edit Asset Parts List

You can perform the following edits to the parts list of an asset in the Parts List tab on the Edit Asset page:

  • Add new items to the parts list

  • Edit the quantity and UOM of the existing items in the parts list

  • Remove existing items from the parts list

When adding new items to the parts list, you can also copy items from an existing asset. Consider the following points when copying the parts list items from an existing asset:

  • Any duplicate items in the parts list are ignored. If the parts list to which the items are being copied contains any duplicate item, then that item isn't copied.

  • You can copy the parts list items from an asset that's already inactive.

  • You can copy the parts list items from multiple existing assets.

Edit Asset Hierarchy

You can perform the following edits to the asset structure in the Hierarchy tab on the Edit Asset page:

  • Add a new or existing asset as a component to an asset residing in inventory.

  • .Remove a component from the structure of an asset.

When you add a new asset to an asset structure, the new asset inherits the location of the parent asset.

How You Import Assets

Oracle Maintenance Cloud enables you to create and update assets in bulk using the import process.

The following are the major steps involved in an asset import process:

  • Download and Update the Spreadsheet

  • Transfer Data to the Interface Tables

  • Run the Import Assets Scheduled Process

Note: You can't create and update assets without item reference using the import process.

Download and Update the Spreadsheet

Download the spreadsheet template (XLSM template) that is available in the File-Based Data Import for Oracle Supply Chain Management Cloud guide. Update the spreadsheet with the import data.

The spreadsheet template organizes the asset information in the following tabs:

  • General Instructions: Contains a brief procedure to import assets using the spreadsheet.

  • Batch Information: Enables you to create the import batch in which the asset records are grouped for processing.

  • Asset Details: Enables you to provide the details of the assets that you want to create or update. Use the Action column to specify whether you want to create a new asset or update an existing asset.

  • Asset Parts List: Enables you to provide the details of the asset parts list that you want to create, delete, or update. Use the Action column to specify whether you want to create a new parts list, or delete or update an existing parts list.

Transfer Data to the Interface Tables

On the General Instructions tab, click the Generate CSV File button to transfer the data into a .zip file with one or more .csv files. Upload the .zip file to the server for transferring the data to the interface tables. For more information, refer the File-Based Data Import for Oracle Supply Chain Management Cloud guide.

Run the Import Assets Scheduled Process

The next step is to run the Import Assets scheduled process to transfer the data from interface tables to the production tables. In the Import Assets page accessible from the Tasks pane, you can run the scheduled process on demand or schedule it to run at an interval.

How Assets are Synchronized with Oracle IoT Asset Monitoring Cloud

You can import your assets and keep them updated by synchronizing them in Oracle IoT Asset Monitoring Cloud Service. When you create assets in Oracle Maintenance Cloud, the Enable IoT check box is selected by default. If selected, when you create or update an asset, Oracle Maintenance Cloud synchronizes with Oracle IoT Asset Monitoring Cloud Service, creating and maintaining a digital twin. If deselected, the synchronization doesn't occur.

The synchronization is initiated from Oracle Maintenance Cloud, notifying Oracle IoT Asset Monitoring Cloud Service that an asset has been created or updated. Oracle IoT Asset Monitoring Cloud Service then uses REST Services from Oracle Maintenance Cloud to retrieve and save applicable asset attributes for the digital twin.

Existing Assets can be imported into Oracle IoT Asset Monitoring Cloud Service during setup. Then by selecting the Enable IoT check box, the digital twin can be kept up to date.

How You Use Oracle Social Network for Assets

Oracle Maintenance Cloud uses Oracle Social Network to provide you the functionality to collaborate, network, drive decisions, and update data for the assets.

An asset is enabled as a social object and therefore, can be shared on Oracle Social Network. This sharing can be manual or automatic depending on the setup. When an asset is shared, you can use all the features of Oracle Social Network for collaborative communication. Conversations regarding a topic can be initiated or content related to the asset can be shared within a group. The entire history of communication is preserved throughout the entire life cycle of the asset. This helps in better understanding and decision making.

You can use the Social Interaction panel drawer in Edit Asset page to use the Oracle Social Network features. You can add a post or comment on a post. You can share the documents in the wall for review or collaboration. You can refer or relate an asset to another social object, such as another asset or a work order.