The minimum amount of required information about the Equipment item is found in the General Information Section.
The following definitions are for fields found on the Identity Tab; however, at least one Repair Center is also required on the Repair Centers Tab before you can save a record.
Tag #
A unique alpha-numeric code you assign your equipment. Try to include abbreviations that are easily recognized, such as AC-01 for an air conditioner.
Type The Lookup Type that best categorizes this kind of Equipment.
Facility The Facility associated with the item.
Description A text description of the Equipment.
Elective Fields
Area # – the area where the item is located.
Base PM Date – when you use the PM feature associated with Equipment Make/Model, this date coordinates with the information on the Organization > Lookups > Equipment Make/Model window to synchronize the PM date. When you select a Make/Model Type, the Base PM Date field becomes required if the Make/Model has PM schedules.
Building – the Building associated with the item.
Department – type the department responsible for or related to the unit. If identified on the area record (using Organization > Area > Records), the field will populate automatically when the Location ID is entered.
Floor – the Floor where the item is located.
Disable Make/Model PM Update – if you do not want to include PM updates in Make/Model, mark this check box.
Location ID – if you know the Location ID of the item, enter it here to complete the other location fields such as Facility, Building, Floor, etc.
Parent Tag # – this field is used with sub-assembly modules of major equipment. An entry in this field indicates that this piece of equipment is part of (and the record is associated with) a larger piece of equipment. The Sub-assemblies window of the major (parent) Equipment shows the associated child items. Work order costs and quantities that are associated with a child record are rolled up to the parent record.
Risk Level – indicates the degree of importance to repair or maintain this equipment. Enter the number manually or accept the calculation if one exists for the Type Desc. See Risk Level Calculations for more information. The Risk Level numbers are defined as: 0 = None, 1 = Highest priority, 2 = Lower priority, 3 = Lowest priority.
Status – displays any actions taken regarding the equipment.
Status Note – a free-form text field to enter additional information about the status.
Subtype Description – if the Lookups > Equipment Types window includes a Subtype, select the description in this field.
System – if the item is related to a group of items based on common functional dependencies, select the system in this field. Systems are established in Organization > Lookups > Systems.
System SubType – when an item belongs to a System, you can further define the category with a subtype. Systems and subtypes are established in Organization > Lookups > Systems.
Risk Level Calculations
Add or change the Risk Level for individual Equipment records using one of two methods:
- manual entry
- calculate with new parameters
If the Equipment Type you selected has a Risk Factor calculated in Organization > Lookups, WebTMA automatically assigns the number when a new record is created. For existing records, authorized users can apply calculations to all records of the given Type using Apply Risk Level on the Lookups Action Menu.
Image Section
The Image Section is found on many windows. If you want to add or delete a photo or drawing, use the + and - buttons in Add or Edit mode to upload or delete an image.
To add an image in Add or Edit mode:
- Select the plus
button in the Image Section.
- Choose the Upload button.
- Select the desired file.
- Choose the Set Image button.
Device Details Section
Use this Section of the Equipment / Identity Tab to record Make/Model, Manufacturer, and Serial/Device numbers.
Device # – a field that is specific to the medTester additional option for Biomed Equipment.
Manufacturer – click the down arrow and select the name of the equipment manufacturer or enter the name that's on record. Manufacturer information is established using Organization > Vendors.
Make – the manufacturer's make (used with Equipment Make/Model).
Model # – type the manufacturer's model number (used with Equipment Make/Model).
Serial # – type the manufacturer's serial number. NOTE: The Fast Find - Search field can be used to search for Serial # on the Equipment window.
Vendor Name – click the down arrow and select the name of the seller of this equipment or type the name that's on record. Vendor information is established using Organization > Vendors.
Additional Information Section
The Alternate Tag #, Regulatory Category, Lock-Out, and SOP information is found in this Section of the Equipment / Identity Tab.
Alternate Tag # – use this field to denote capital asset tag numbers from accounting or to store old ID numbers when renumbering equipment items.
Delivery Code – information about the initial delivery.
Original Cost – enter the initial cost of the item if known.
Regulatory Category – select a predefined Type if a regulatory agency such as The Joint Commission tracks this Equipment item.
Lock-Out Procedure
Lockout is a safety procedure that must be followed to ensure that dangerous machines are properly shut off and cannot be started again prior to completion of maintenance or repair work. For example, if work is being done on high-voltage equipment, a Lockout/Tagout procedure is followed at the electrical panel to prevent other Technicians from re-energizing the Equipment while it is being worked on.
The procedure requires that hazardous energy sources be "isolated and rendered inoperative" before work is started on the item. The power sources are locked, and a tag is placed on the lock identifying the worker who placed it. The worker holds the key for the lock ensuring that only he or she can remove the lock and allow the machine to be started. This prevents accidental startup of a machine while it is in a hazardous state or while a worker is in direct contact with it.
Lockout/Tagout is used across industries as a safe method of working on hazardous equipment and is mandated by law in some countries. Users with the appropriate authority can record these procedures in WebTMA.
Lockout Procedures are selected from the Lock-Out field on the item's Identity Tab and printed with related Work Orders. These procedures are established using Organization > Task > Lockout.
SOP (Standard Operating Procedure)
A Standard Operating Procedure (SOP) explains the proper and safe procedures that are required when operating a piece of Equipment.
Use the drop-down list in the SOP field on the Identity Tab to select an SOP. They print out with a related Work Order.
SOP procedures are established using Organization > Task > SOP by users with the appropriate authority.
Contact Information
Look to this Equipment / Identity Section to find information about the Assigned Tech, the Owner's Department, or the Parts Vendor for an item.
Assigned Tech – the Technician that is automatically assigned to work when the item is selected on a Work Order. The Technician is assigned regardless of how the Work Order is created, such as WebTMA, WebTMA GO, or mobileTMA. The assignment also applies to PMs and Auto Attendant Work Orders.
Owner's Department – the Department that owns the Equipment item.
Parts Vendor – the name of the entity that sells Parts for the Equipment.
Service Vendor – a free-form text field to indicate a service provider if used.
Option Controls
Look to this Section to mark check boxes such as Building Asset, Service Contract, and BMP (Building Maintenance Program) that apply to the item.
BMP – healthcare organizations can mark the BMP (Building Maintenance Program) check box on items considered essential to life safety by The Joint Commission. When requested, the organization can generate a quick list of all Equipment items marked for this requirement.
Building Asset – mark the check box if this Equipment item is considered to be an integral part of a Building and a permanent asset of the Building.
FAA Paperwork Required – if this item has any Federal Aviation Administration required forms, mark this check box.
Leased – if the item is leased, mark this check box.
Out of Service – the system adds a check mark to this box when you Post Down Time. When the item is returned to service, i.e., you add a date and time to the Up time field on the Post Down Time window, the system clears the check box.
Service Contract – this information is used when Work Orders are entered. If Equipment is under service contract, mark this check box.
Location
The fields found in this Section in are used to help Technicians find the item.
Attached to Vehicle – click the down arrow to select the related Vehicle if this item is used as a part of a Vehicle, such as a portable pump. Note: If an item is attached to a Vehicle, the item record is considered a Parent record. WebTMA alerts you about the incompatibility if you attempt to complete both this field and the Parent Tag# field.
GIS ID – if you use the GIS module to visually search for items, you can include the GIS ID in this field.
Latitude – the latitude of the location where the Equipment is placed.
Longitude – the longitude of the location where the Equipment is placed.
Sub-Location – include details about the location of the item within a site when the location is not easily apparent. In a large warehouse, for example, a sub-location could read, "NE corner, in closet under stairs."
Inventory
Information related to Equipment inventory is recorded in this Section.
Condition – enter the condition observed during the last inventory.
Inventory Location – enter the place where the inventory was performed.
Last Inventory – select the date the most recent inventory was taken
Technician – select the Technician who recorded the inventory count and condition.
Dates
Equipment records can have many related dates. The Dates Section shows dates and related fields for certification, warranty, purchase, and calibration.
Calibrated Through – if the item is calibrated, select the date the calibration expires.
Inspected By – when items require inspections, enter the name of the person who performed the inspection.
Inspection Date – when items require inspections, select the date of the inspection.
Last Calibration – if Equipment requires calibration, choose the date last calibrated.
Last Certified – if Equipment requires certification, select the date last certified.
Life Expectancy – type the expected number of months Equipment is expected to be in service.
Purchase Date – select the purchase date of the item.
Purchase Order # – enter the Purchase Order number used to obtain this item.
Registered Date – when a piece of equipment has a warranty, this field reflects the date the warranty was registered with the manufacturer.
Service Expires – if a service contract exists, this field indicates the date it expires.
Warranty Date – if a warranty exists, choose the date it expires.
Energy
For electronic or heating Equipment, you can track the amount of amperage the Equipment draws as well as the Amperage Rating, the BTU of Unit, BTU/Hour, and Wattage Draw.
Comments
If an Equipment item needs more explanation, enter it in this Section.
Popup Message
The Popup Message field is used to add a short (255 character) message about a record. The Popup Message then opens in a flyout on the Request or Work Order windows when the item or location is selected.
Use of the Popup Message field is not required. It is available to add quick reminders regarding anything unusual that concerns the item or location.
Messages written for any location record apply to all locations within that hierarchy; therefore, a message from the Facility record displays when the related Area is selected. If an item has a message and is associated with locations that also have messages, the Popup Message displays all the eligible location messages as well as the item message.
The Work Order and Request windows that include items or locations with Popup Messages display a blue pushpin icon to alert you to the presence of the messages. Click the pushpin to open a window that lists all relevant messages. In addition, it displays when you convert a Request to a Work Order or a Project Task to a Work Order.
Prevent Archival
If you use the optional Archive and Purge module, a mark in the Prevent Archive check box of the Prevent Archival Section allows you to designate a specific record as ineligible for being archived.