Controlling Assets for ISO 9001:2015 compliance

Asset Tracking Database
Control Calibrated Equipment
Manage Preventive Maintenance
General Maintenance Tracking

Sunday Business Systemswww.SundayBizSys.com
Asset Tracking Database
Control of Calibrated Equipment
Preventive Maintenance
Unscheduled Maintenance
Fix-It-Tickets
Miscellaneous Asset Control

Benefits
Control your calibrated equipment
 Display your recall list
 Track calibration history
Prevent damage to equipment from “forgotten” maintenance
Efficient and cost effective software solution
 Simple, low cost solution
 Saves time and improves efficiency
 Shows the status of your equipment with a click of a button
A vital tool to ensure ISO 9001:2015 compliance
Paperless system
 Scan and link
 digital photographs,
 calibration certificates,
 or other electronic documents

Features
Tracks Equipment (or Assets) through their life cycle
 From purchase to sale or scrap
 Defines which assets require calibration
 Defines which assets require preventive maintenance
Controls Calibrated Equipment
 Recall reports
 Calibration Schedule
 Delinquent calibration report
Tracks Preventive Maintenance
 Maintenance schedule
 Delinquent Maintenance reports
Tracks Unscheduled Maintenance
Full set of reports
 To track your assets
 To manage assets through proper calibration and maintenance

Easy Installation
Download the demo database
Save or copy the Asset Tracking.mde or Asset Tracking.accde to a
designated folder on your Network File Server
Once purchased, register the demo database (enter the Product Code)
Ensure all Workstations have
 Microsoft Access or the free Runtime version of Microsoft Access
 Read and write privileges to the designated folder on the Network File Server
Note: The above graphic is for stand alone Access databases - SQL configurations are different

Main Menu
Easy to navigate to the various features of the ATDB using the Main Menu

Setup Asset Categories
Set-up is organized
by Tabs
Enter the Category to
organize assets into
functional groups
Use

Set-up – Calibration Tests
Calibration tests are used for documenting detailed measurements taken to
validate asset performance or capability
Used for internal or secondary calibration / validation
Define a test Name
Define parameters
to be measured
Lower Spec Limit
(LSL)
Upper Spec Limit
(USL)
Used by the Calibration
transaction form

Set-Up - Departments
Enter the
Department which
owns the asset
Use

Set-Up - Dispositions
Dispositions are used to document the results of calibration failures
 Describes what must happen after an asset is found to be out of calibration
What is the result
of the
investigation?

Enter Equipment Manufacturers and Models
Enter the asset
Manufacturer
information
Enter a model
number and select a
manufacturer
This will associate or
link the model to the
manufacturer
Use

Set-Up – (Configuration) Options

Set-Up – PM Frequency
PM Frequency: how often Preventive Maintenance must be performed
 Is used to schedule the next PM (after a PM is completed)
2 Types
 Time based PM – next PM is scheduled by adding X number of days to the PM
completion date where X = the Default Counter value
 Count based PM – the next PM is due when the counter meets or exceeds the
specified count. The PM is scheduled by adding X to the counter value where X
= the Default Counter value.
Used in defining
the PM Type

Set-Up – PM Type
Defines the Preventive Maintenance activity
 Frequency
 Specify if the PM is to be automatically re-scheduled once it is complete
 List PM steps so a PM Checklist may be printed and completed manually.
 Ideally, this would be scanned and linked to the PM event to create a paperless
history

Set-Up – PM Parts List
Can make a list of parts to be used on the PM

Set-Up - Vendors
List Vendors,
particularly Companies
that provide Calibration
services
Used by the
Calibration Form

Set-Up – Add / Edit Employees
Yellow Fields are
Required
Enter a Password
and access
Privileges
These Privileges
restrict user
activity

Deleting Sample Data
Delete sample Asset data
 Open the Assets form
 Click Edit Assets button
 Right click on the form tab and select Datasheet View
 Select Data
 Press Delete on the keyboard to delete all records

Create a New Asset
Create new assets
Set-up the asset for calibration
Set-up the asset for preventive maintenance

Assets
Assets can be any material owned by the company
 Computers
 Furniture
 Vehicles
 Measurement and test equipment
 Factory equipment
Each asset has
 A unique serial number for tracking
 Two additional tracking numbers are available
 A manufacturer and model
 An owner, department, and location for organizing and tracking
 A category such as “measurement and test equipment”
Each asset may then be classified as
 Calibration required
 For Reference Only
 Preventive maintenance required

Create a New AssetEnter Specific
Asset information
Fields in YELLOW
are required
Click to add a
new asset
Click to unlock
the form to edit
and asset
Calibration and
Maintenance info
organized into 4 tabs

Create a New Asset Requiring Calibration
Check to
require
calibration
Check to indicate
the measurement
device does not
require calibration
Interval used to
calculate next
Calibration due
date
Option: define
calibration data to
be collected
Specify a work
Instruction which
details how to
calibrate the asset
Specify internal
standards used to
calibrate the asset
Define the asset to
be used as an
internal standard

Create a New Asset
Specific Asset
information
General asset
information
Calibration and
Maintenance
information is
organized into 4 tabs
Serial # is the
key tracking
parameter

Create a New Asset – Calibration History
Shows the past
Calibration Events

Create a New Asset – Preventive Maintenance
Indicates that a
PM is required
PM counter may be
miles, KW-hrs, Machine
hours, units produced,
etc.
PMs may be time
based…
Or based on a
count
View the
Maintenance
History

Create a New Asset – Additional Details

Calibration
Record calibration events
Record data collection
Review calibration reports

Asset Calibration
Calibration events are recorded
 When was it calibrated?
 Who performed calibration?
 What measurements were recorded
 Did it pass?
 If not what was done
 How much did it cost?
 Next due date
 Electronic Certificate may be linked to the event

Select an asset for calibration
 Use the filters to find the asset by serial number
Record a Calibration Event
Enter
Calibration
history
Ctrl-K to create
hyperlink to scanned
image
Date Cal. Next Due
drives the recall
reports
Use filters to
select the asset

A rich set of flexible, configurable reports
Review Reports to manage calibration schedule
 Review all delinquent assets
 See all assets due within the next 30 days
Review Reports

Preventive Maintenance
Add a PM
Create a PM Checklist
Add a PM transaction
Review PMs Near Due Report

Create a PMEnter PM
Description
Enter PM Frequency:
Time based or Count
Based
PM will be due every 750
running hours
PM will be automatically
re-scheduled once it is
marked complete
Prints a simple
PM Checklist

Update Asset Counters
Asset counters may be
 Running hours – the number or running or processing hours an asset or
equipment has accrued from an arbitrary starting point.
 Unit Count – the number of pieces an asset has produced or completed
Enter the current Count
(running hours or unit
count)

PMs have a status that describes their state
First, PMs are scheduled for a future date (Date Next PM) or Count (Next
PM Counter)
Status = Scheduled
Then they are marked as Complete
Status =
Completed
Waived
Or Not Done
If the PM Type is configured appropriately, the PM will be automatically re-
scheduled for a future Date or Count (Next PM Counter)
Record a PM Transaction

Review PM Reports
Review Reports to manage PM schedule
 Review all delinquent PMs
 See all PMs due within the next 30 days
 Review the PM Schedule

Unscheduled Maintenance
Create a Fix-It-Ticket
Record unscheduled maintenance
Review reports

Create a Fix-It-Ticket
Record a detailed
description of the
problem to be
addressed
Check to Add a Fix-
It-Ticket and change
the status to “Out of
Service”
Print a Fix-it-
ticket; affix it
to the asset
Email a notice to
supervisors, etc.

Resolve the Fix-It-Ticket Use the filter to
find an asset
Document what
was done to
resolve the issue
Document any
parts used
Change the
asset status to
“In Service”

Summary
The SBS Asset Tracking Database is an efficient tool to
 Document and manage calibrated assets
 Track and document Preventive Maintenance activities
 Document Unscheduled Maintenance
Analyze results with a rich set of reports
Create a paperless records system

About SBS
Sunday Business Systems is engaged in software sales and consulting
services.
Applies Lean Manufacturing principles to Quality Management Systems
Sells software solutions to small businesses which help them implement ISO
9001:2015 compliant systems for
 Document Control
 Corrective and Preventive Actions
 Risk Management (FMEA)
 Employee Training
 Control of calibrated equipment
 Preventive Maintenance
 Vendor Management
 Communication / Continual improvement
 Statistical Process Control
 Shop Floor Control
Will customize the software for a particular Customer
Offers full Training services customized to individual needs

Fueling Small Business EfficiencyFueling Small Business Efficiency
Visit www.SundayBizSys.com for:
•Additional information
•Free product demos
•Pricing
•Links to purchase software
© 2016 Sunday Business Systems. All rights reserved. This presentation is for informational purposes only. Sunday
Business Systems MAKES NO WARRANTIES, EXPRESS OR IMPLIED, IN THIS SUMMARY. Microsoft is a
registered trademark of Microsoft Corporation in the United States and/or other countries.

Controlling Assets for ISO 9001:2015 compliance

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Controlling Assets for ISO 9001:2015 compliance