The CWorks database consists of a number of linked
tables. All of these tables have a Key field. The Key
fields typically will be Work Order Number, Asset
Number, Task Number, Part No, Failure Code Number,
Location Number.
All of these fields have associated description fields,
but it is the Key field that is used by the system to
link tables together. In order to make the system as
efficient as possible the following is recommended for
all Key fields.
| 1. |
Avoid spaces, avoid leading zeroes, use only
alphanumeric characters and , do not use
:/!\<>.,;’”@#^*(), some of these will stop the system
working, it is OK to use _ and – |
| 2. |
Try and keep the data in any key field the same number
of characters. When you make a report columns have to be
as wide as the longest Key field for that table. |
| 3. |
If you are entering consecutive numbers, it is better to
start with 100, 1000 or 10,000 rather than 1,2,3 etc.
This will keep the Key field length consistent and make
it easier to spot invalid numbers. |
| 4. |
Unless you already have a familiar and logical numbering
system, do not try and build a lot of logic into the
number. The searches provided will normally allow you to
find the number for any item. |
| 5. |
Be consistent in the use of Capitals, leading caps and
lower case. Recommend Caps in Key fields and Leading
Caps in Descriptions. Long descriptions in lower case.
If you are trying to sell to higher management,
presentation is important. |
| 6. |
There is no restriction on what you put into description
fields. |
| |
|
| Master Tables Set Up |
| 7. |
Set up standards for most master tables: |
| |
a) |
Failure Codes. These should be set up with a view to
using them to extract the most useful data from the Work
Order records |
| |
b) |
Asset Categories. These should reflect such things as
pumps, compressors, HVAC etc. it will then be possible
to search records for typical repairs to ,say, pumps. It
would also allow the use of unassigned Asset fields per
Category. |
| |
c) |
BOM List. This a free standing list of Spare Parts that
can be associated with any selected Asset(s) |
| |
d) |
Suppliers/Contractors, only the format needs to be
common |
| |
e) |
Location is a grouping(system) of several Assets, not
always geographical. It will allow cost gathering and
can also be used in the PM system for general
inspections |
| |
f) |
Assets. Normally belong to a Location. Assets can be set
up hierarchically. Ensure there is logic and consistency
in the Asset numbering system |
| |
g) |
Employee/Requestor. Recommend a marked-up rate be
applied so that labor costs will be available as time is
entered |
| |
h) |
Cost Center is only used on Purchase Orders. Worth
considering using the department field for this as it is
linked to every Asset and could be used to track
costs/commitments per Account Code/Cost Center |
| |
i) |
Job Plan can be used to describe a
particular maintenance procedure and then called
up on a Work Order. |
| |
j) |
Safety Instruction, much as a Job Plan but related to
lock-outs/vessel entry etc |
| |
k) |
Misc. These should be under corporate control in terms
of any changes or variations |
