Equipment · Beginner

Create a System

Learn how to create a system in ManWinWin’s technical organization using CWS-01 — Cooling Water System as an example, and verify its position in the system structure.

Defining a clear system hierarchy is fundamental for effective maintenance management, streamlining work orders, and improving data analysis. This guide shows you how to add a new system, like a Cooling Water System, within ManWinWin's technical organization, ensuring accurate asset classification and tracking.

Video recorded in ManWinWin Desktop

Where it's available and step by step

Step by step in ManWinWin Desktop

1
Open the systems area of the technical organization and check whether the Cooling Water System already exists.
2
Start a new system record using the available creation action.
3
Enter CWS-01 as the system code, provided it is unused and follows your organization’s coding convention.
4
Enter Cooling Water System as the description.
5
Set the system’s position in the technical organization according to the agreed structure.
6
Review the code, description and position, and complete any additional information required by your configuration.
7
Save the system record, then locate it in the system structure and verify its code, description and position.

Theory and technical background

The Importance of a Well-Structured Asset Hierarchy

A robust asset hierarchy, typically organized into Sites, Areas, Systems, and Equipment, is crucial for any CMMS/EAM implementation. It provides a logical framework for managing maintenance activities, resources, and costs. A well-defined hierarchy aligns with standards like ISO 55000 by enabling precise asset identification, criticality assessment, and performance monitoring, leading to better decision-making and operational efficiency. Each asset's position in this structure impacts how maintenance is planned and executed.

System Definition in Maintenance Management

In maintenance management, a 'system' refers to a collection of interconnected components or equipment that perform a specific function within a larger facility or process. For instance, a Cooling Water System comprises pumps, heat exchangers, piping, and controls working together. Properly defining systems ensures that maintenance tasks, spare parts, and associated costs are correctly attributed, facilitating accurate analysis of KPIs like MTBF (Mean Time Between Failures) and availability for critical systems.

Coding Conventions and Data Integrity

Establishing clear coding conventions for systems and equipment is vital for data integrity and ease of use. Consistent codes, often alphanumeric and reflecting the asset's type or location, prevent duplication and simplify data retrieval. Adhering to these conventions, as suggested by ISO 14224, ensures that all users can quickly identify assets. Reviewing details like code, description, and position before saving helps maintain the quality and reliability of your CMMS data.

Best practices

Always follow your organization's established coding conventions for systems.
Ensure the system's position in the hierarchy accurately reflects its operational location.
Review all entered data before saving to prevent errors and ensure data consistency.
Periodically audit your system hierarchy for accuracy and completeness as assets change.

Frequently asked questions

Why is it important to define a system's position accurately?

Accurate positioning ensures that maintenance tasks, costs, and performance data are correctly linked to the right part of your organization's asset structure. This is critical for reporting, budgeting, and effective resource allocation, aligning with EAM principles.

What happens if I duplicate a system code?

Duplicating system codes can lead to data integrity issues, making it difficult to distinguish between assets and track their maintenance history accurately. A CMMS typically prevents duplicate entries, enforcing unique identifiers for better data management.

Can I modify a system's details after creation?

Yes, you can typically modify a system's description or reposition it within the hierarchy after creation. However, changing the system code might be restricted or require careful consideration due to its impact on historical data and linked records.

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