Equipment Make / Model - WebTMA 5

Path: Organization > Lookups > Equipment Make/Model

The Equipment Make/Model feature in WebTMA can be used to easily track and report on all items that fall within categories of interest to regulatory agencies. You have the option of classifying your equipment by make/model or type/subtype.

The Equipment Make/Model window accommodates PMs and Risk Factor. It also lists the records for any Equipment items that match this make/model.

How to Add Equipment Make/Model Information

Path: Organization > Lookups > Equipment Make/Model

You have the option of classifying equipment by Manufacturer/Model or by Type/Subtype. The functionality is the same, but the Manufacturer and Model # fields are hidden when you select Type/Subtype.

  1. Click Add on the WebTMA toolbar.
  2. Select either the Manufacturer/Model or Type/Subtype radio button.
  3. Complete the required fields. Note: The Make Name and Model # or Equipment Type and Sub-Type fields in combination must be unique to the data base in order to save the record.
  4. Include information in as many elective fields as applicable. See definitions below for Production and Service date fields.
  5. Complete Risk Factor and PM Tab if needed.
  6. Click Save on the WebTMA toolbar.

The Production and Service dates indicate:

  • In Production – the date the manufacturer started producing the item
  • Out Production – the date the manufacturer stopped providing service or parts for the item
  • In Service – the date the item was put in service at your facility
  • Out Service – the date the item was taken out of service at your facility

Changes to Equipment Make/Model Record

Changes to a Lookups > Equipment Make/Model record affect all Equipment records associated with the Make/Model record. In other words, if you edit and change the contents of a field, the changed content is applied to every linked Equipment record.

When you edit the record and try to save, a popup alerts you with the name of the field or fields that are affected. As a reminder, both the radio buttons and the Manufacturer and Make or Equipment Type and Sub-Type fields are read-only once a record has been created and saved.

Fields that trigger this warning are: Make, Regulatory Cat*, SOP #*, and Risk Level. If you manually entered the Risk Level in the item record, other changes to the Make/Model record are applied to the Equipment record, but the Risk Level is not affected.

Click OK to apply the changes to all associated records.

Click Cancel to revise or rethink the action.

* Check boxes adjacent to the Regulatory Cat, SOP #, Replacement Cost, and Life Expectancy fields can change the ownership of the field. When checked (the default), the Make/Model window owns the data and any attempts to change the contents trigger the warning that it will update all linked equipment records. If the check box is clear, information entered in the Make/Model window does not affect the corresponding field on the Equipment record.

Equipment Make/Model PMs Tab

Path: Organization > Lookups > Equipment Make/Model / PM Tab

The fields and process used to establish PM criteria for the Equipment Make/Model / PMs Tab are similar to adding PMs to the Task or Equipment windows. It is convenient to use the Make/Model record because the PMs can be applied automatically to new Equipment records. It can also be applied when you add a Base PM Date to existing item records if desired.

Before you can assign the PM criteria, you need to select the PM Task and assign a Risk Level to the task for this Make/Model. Assignment of the Risk Level at this point is a critical step because you cannot edit a PM task line on this window. If changes are required in the future, delete the line and re-create the task line.

To add task lines, click the Add PM link, and make your selections.

Be sure to add a Risk Level number to the Set Risk Level field if one is required.

The PM lines on the Equipment Make/Model / PMs Tab are ranked by the Risk Level you have assigned to the PM line.

If a task line does not have a Risk Level, it is assigned to a category labeled 'Other', which displays below all the numbered levels.

WebTMA compares the Risk Level on each PM line item to the Risk Level on Equipment records that are associated with this Equipment Make/Model record.

The only Make/Model PM lines that are transferred to a given Equipment record are lines with a Risk Level that matches the Risk Level on the Equipment / Identity Tab.

NOTE:  If you also use the optional General Inspections module, you can automatically set up a General Inspection using a Make/Model PM Schedule. Details about this feature are found when you use Help > Search and look for General Inspections and Equipment Make/Model.

Applying Make/Model PM Changes to Equipment

WebTMA copies PM lines from Make/Model to equipment records when the Risk Level field for each PM line matches the Risk Level on the Equipment / Identity Tab. If the Risk Level field on the Make/Model PM line item is not defined, the Risk Level calculated on the Make/Model Risk Factor Tab is used for the line item.

When the Make/Model information is transferred to an equipment record, WebTMA compares the Risk Level on each PM line item to the Risk Level on Equipment records that are associated with the Equipment Make/Model record. The only PM lines that transfer to a given Equipment record are lines with a Risk Level that match the Risk Level on the Equipment / Identity Tab.

Newly created Equipment records that are associated with an Equipment Make/Model record take the Risk Level calculated on the Equipment Make/Model / Risk Factor Tab and insert it on the Equipment / Identity Tab. You can manually change the Risk Level on the new record if needed.

Changes made to Lookups > Equipment Make/Model > PM Tab are passed on to the related equipment records. Since this can involve updating large numbers of equipment records, these changes are applied using the Batch Job processor.

When you make a change to an Equipment Make/Model PM Schedule, a batch job is automatically created to invoke the Batch Job processor to apply those changes. This means:

  • if a PM Schedule is added to the Equipment Make/Model, it is propagated to all equipment records that are linked to the Equipment Make/Model record
  • if a change (such as frequency, interval, or other fields) is made to a make/model PM schedule, equipment records' PM schedules are also updated
  • if a PM schedule is deleted from an Equipment Make/Model record, it is also deleted from all equipment records that are linked to that Make/Model

PM Next Date Calculations for Equipment Make/Model

Path: Organization > Lookups > Equipment Make/Model / PMs Tab

In order to make accurate calculations on the item records, the Base PM field requires a date entered on the Equipment Make/Model / Identity Tab.

When you enter a value in the Next PM Date field on the Equipment Make/Model / PMs Tab, WebTMA calculates the difference (in days) between the Base PM and the Next PM Date.

When you create an equipment record associated with a Make/Model and you enter a value in the Base PM Date field on the equipment record, WebTMA adds the difference calculation (in days) to the Base PM Date and populates the Next PM Date column on the Equipment > Records / PMs Tab with the newly calculated date.

Example of PM Date Calculation

Make/Model Base PM Date = January 1, 2015

Make/Model Next PM Date = February 15, 2015

Difference calculation = 45 days

On the Equipment record:

Base PM Date = June 3, 2015

WebTMA adds 45 and calculates the Next PM Date as July 18, 2015

Equipment Make/Model Risk Factor Tab

Path: Organization > Lookups > Equipment Make/Model / Risk Factor Tab

The Risk Factor Tab is a convenient way to specify the Risk Level for an Equipment item record; however, it does not relate to risk levels for PMs.

To complete the window, you have the option of selecting some of the pre-defined values in the Risk Formula field that are calculated using Lookups > Risk Factor Formula. If the Equipment Make/Model check box is marked on the Lookups > Risk Factor Formula window, the record is available for selection here.

If you select Default in the Risk Formula field, you can choose the settings that apply to this particular Make/Model to calculate the Risk Level.

WebTMA uses the following hierarchy to determine the Risk Level for an equipment item:

  • Equipment Record (entered manually or calculated from the record)
  • Make/Model
  • Device Types

The system looks first to the item record. If a Risk Level is not available, the next record checked is the Equipment Make/Model window, and finally the Lookups > Device Types record.

Even though the newly created Equipment records that are associated with an Equipment Make/Model record default to the Risk Level calculated on this Tab, you can change it manually on the individual record.

Equipment Tab for Equipment Make/Model

Path: Organization > Lookups > Equipment Make/Model / Equipment Tab

The read-only Equipment Tab for Equipment Make/Model lists all active equipment items that are associated with the Equipment Make/Model record.

A gear icon gear_icon.png for a line item indicates that the PM Schedule for that Equipment record is not controlled by the Equipment Make/Model window. If any line has a gear icon, a note about the column headings alerts you that "Some items have PM Schedules not controlled by this Make/Model."

Equipment Make/Model Repair Center Tab

At least one repair center is required for each Equipment Make/Model record. The Repair Centers for Make/Model types also act as a filter, so you can see only the Make/Model records that are associated with the Repair Centers you have access to.

When you save an Equipment Make/Model record, the combination of the following must be unique; otherwise, WebTMA pops up a warning message. Be sure the following (in combination) are unique:

  • Model #
  • Device Type
  • Manufacturer,
  • List of Repair Centers

Equipment Make/Model Requirement Tab

Use the Requirement Tab to add parts to the Required Parts Subtab or add needed training to the Required Training Subtab.

The parts added to the Required Parts Subtab are taken from the Part Inventory Popup window when parts are issued to a work order. If a part is linked to a biomed Make/Model record, the part displays on the Part Inventory Popup / Preferred Parts Tab.

WebTMA checks the Required Training Subtab when you add or edit a schedule line from the Work Order / Schedule Tab or when a request is converted to a work order from either Request Log (or B) using the Accept button or from Transaction > Batch Validation. If the scheduled technician has not completed the required training, you receive an alert.

On the Transaction > Time Management > Scheduler window, the Part/Tool Allocation popup window that opens when you click the Allocate hyperlink also includes any training requirements from make/model.


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