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Introduction to Asset Change Requests

Change requests specify updates to be performed on assets in the external CMMS (for example, SAP) that manages assets and work. AssetWise Enterprise Interoperability (AWEIS) conveys requests to the CMMS and returns information to APM. The asset update is performed in the CMMS and then information such as a new equipment number is communicated back to APM, where the interop asset is updated.

There are five varieties of asset change request:

•	Asset properties change – Updates properties specified in the request template with values provided in the request. Initiated manually for interop assets

•	Construction form update – Requests new assets be added in the CMMS, including the properties specified in the construction form detail. Initiated from construction forms, using the request type assigned to the construction form template

•	Equipment removal – Requests moving equipment to a different location. Initiated manually for interop assets

•	Priority change – Updates equipment consequence priorities. Initiated from asset prioritization analysis performed on interop assets, using the request type assigned to the asset’s site

•	Status change – Updates equipment status when inspection activities (for example, checksheets) for interop assets are completed. Initiated automatically using the request type assigned to the asset’s site

Note: To use asset change requests in APM, you must first enable feature 28. To create asset properties change requests, enable feature 55. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Asset change requests” and “Ability to request changes to an asset properties outside of a construction form”. Click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.

Characteristic mapping is used to populate the properties of CMMS objects with matching properties from the request. For example, a characteristic map set for equipment removal requests might copy the work order number and removal date to the equipment. Construction form change requests might include the work order number and construction form header properties.

This introduction explains:

•	Asset Properties Change Request Process

•	Asset Change Request Template

•	Approval or Review Process

•	Setting up Asset Change Request Functionality

For related information, see:

•	Creating Asset Properties Change Requests

•	Creating Asset Change Requests for Construction Forms

•	Creating Equipment Removal Requests

Asset Properties Change Request Process

The process begins when you identify an asset to update and then initiate the creation of the asset change request. The process ends when the asset is updated in the CMMS and then in APM.

The following illustration shows the asset change request process when it originates in APM Remote and includes the approval process.

Create the Request

•	Initiate the creation of a change request for an interop asset. A request can be started from a few places in APM, including:

•	Site window, Assets view, Change Requests tab

•	Asset window, Properties view, Change Requests tab

•	Checksheet window if the indicator asset’s asset type allows asset properties to be displayed on readings

•	Indicator Reading window if the indicator asset’s asset type allows asset properties to be displayed on readings

•	Construction Form window, Details view and tab for a validated form

•	Request for Work window if the asset type allows asset properties to be displayed on request for work windows

•	Identify the asset to be updated, the asset change request template to use, and the request type. You can also specify maintenance and construction supervisors, interop work request, and interop work order

•	Complete the asset change request form. The form is specific to the type of asset being updated

•	The form is validated to ensure that all mandatory fields have been filled in. If there are errors, you can resolve them and re-validate the form

•	When there are no errors, you can submit the request for approval. This involves selecting the approval route to use

•	If you created the request in APM Remote, the transactions are uploaded to APM

Approve and Submit the Request

•	The first approver on the selected approval route reviews the request. If acceptable, the request is approved. If there are problems or questions, the request is returned for you to correct and resubmit

•	The approval process is repeated until all of the approvers on the route have approved the request

•	Once approved, the asset change request is submitted to the CMMS

Update Asset Records

•	The asset change request is submitted to the CMMS for processing

•	Once the CMMS asset is updated, an XML message is sent to APM. This message contains the updated properties for the asset

•	The interop asset is updated with the values sent from the CMMS

Asset Change Request Template

A change request template defines the content and behavior of change requests that update asset properties. A template is required for each of the asset types that typically warrant property change requests. On asset types, you can specify default templates.

Each template includes:

•	Type of asset being changed

•	Change request type. Among other things, the request type specifies the characteristic map set and whether requests need to be reviewed or approved

•	Entry panel to display for the asset type. Each asset type has its own panel or window containing properties specific to the asset type so that users can record values in the request

•	Manufacturer options. Specify whether manufacturers are selected from a predefined list or are entered

•	Available asset statuses for change requests

•	Template properties for the properties included in the entry panel. The template property:

•	Identifies its corresponding asset property (typically with the same name)

•	Specifies if the property is mandatory

•	Identifies characteristic mappings and properties to be sent to the CMMS

Approval or Review Process

You can implement the review or approval process for an asset change request. Asset change requests created in APM Remote are reviewed or sent for approval when they are uploaded to APM.

The informal review process provides an alternative to the formal approval process. Rather than being submitted for approval, the request is marked as ready for review. As many as three reviewers with the appropriate security privileges mark a request as reviewed or needing rework.

The approval process is a formal process that uses APM approvals functionality. When asset change requests are submitted for approval, one or more approvers are required to approve the request before it can be sent to the CMMS.

Note: Support for approving or reviewing asset change requests is available as a Technology Preview. To use it in APM, you must first enable feature 56. In the Enterprise window, select the Features view and the Enabled Features tab. Click Browse, select “Review or approval support for asset change requests”, and click OK. If APM is running as a smart client, click Refresh Enabled Features on the server. Then restart the client to use the functionality.

Setting up Asset Change Request Functionality

Setting up APM for asset change requests involves the following tasks:

•	If appropriate, create or update asset types. For example, if you are implementing the electricity transmission and distribution network assets, you might create asset types for network switch, junction, primary chamber, protector, and transformer. To support change requests, be sure to:

•	Set asset management policies such as support for change requests and the default change request template. You might also support networks vault location information

•	Assign the appropriate specification panel to the asset type. The panel will be available in the Asset window and in asset change requests

•	Select the appropriate characteristic class and map set for the asset type. These are used to import characteristics from the CMMS and map them to asset properties in APM

See **Setting up Asset Types

•	Create asset change request statuses for the enterprise. The status indicates the request’s progress in the workflow, for example, “New request”, “Ready to send to interop”, or “Complete”. It also determines rules for the request, for example, whether properties can be updated.

Note: A banner appears at the top of the Asset Change Request window if asset change request statuses have not been assigned to interop statuses. Click the Edit Settings button to assign an asset change request status to each of the Sent, Accepted, Rejected, and Error interop statuses.

See Setting up Asset Change Request Statuses

•	Set up the rules for assigning request statuses automatically in response to AWEIS and APM events.

See Setting up Change Request Events: Rules for Assigning Statuses

•	Create one or more asset change request types for asset property changes. You can assign a default request status, characteristic map set, and more, as well as specify whether the review or approval process is required

See Setting up Asset Change Request Types

•	Set up characteristic mapping for asset property change requests

See Setting up Characteristic Mapping for Asset Change Requests

•	Create an asset change request template for each of the asset types that typically warrant change requests. The template controls the content and behavior of the request based on asset type. On asset types, you can specify default templates

See Setting up Asset Change Request Templates

•	If you will be using the APM approval process for requests, select the site’s approval settings and set up approval routes and approvers

See Approvals Settings