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Understanding Asset History

From an asset’s initialization, through multiple assemblies/disassemblies, being damaged/repaired and then eventually retired; there is a lot of critical information to be collected for a single asset throughout its lifetime. The system keeps track of all this data and let’s you go back to any point in time for an asset and see what happened to it on it’s history page.

To view an asset’s full history, click the History tab at the top of the asset’s details page

Asset Full History

An asset’s history page shows every time the following events occur for the asset and are sorted by the date they occurred with the most recent showing on the first page so you can quickly see latest information.

  • BHAs
  • Shipments
  • Work Orders

For each of these events we show a Description that includes a clickable link to view the actual event in more detail, the Location the event occurred, the Date (local time) of the event in your current/local time and a few brief event details.

Asset History Visual Helpers

The background color of each of these events will also change depending on its status. The possible event status options are described below.

  • Active events (highlighted in blue) have been started but not completed.
  • Uncompleted events (highlighted in maroon) are ones that have been started and then marked as completed in the system but a user has purposely uncompleted it.
  • Canceled events (greyed out) are displayed since they are not taken into account for the asset’s history.
  • Completed events are displayed as normal.

The event status legend is displayed in the upper right corner of the asset’s history.

If a particular event in an item’s history has attachments associate with it, then an attachment icon will display next to the event.

Asset History Attachment

Inline Asset History

Throughout the system, any place an asset’s serial number is shown you can also quickly see its history without having to navigate to the asset’s history page.

To view an asset’s inline history, click the clock icon next to the asset’s serial number.

Asset Inline History

Inline Asset History Visual Helpers

Along with the visual helpers from the asset’s full history section, the inline asset history also contains a few additional visual cues.

  • Currently Viewing (highlighted in yellow) inidicates the currently item you are looking at in the asset’s history.
  • Updated At (highlighted in green) inidicates were this event will be slotted into the asset’s history based on the event’s Completed At date.

Getting the History Right

The accuracy of an asset’s history in the system is a key component and critical to the overall functionality of inventory. Ensuring that this information is correct is important because the system uses these events and the order they occurred to automatically determine many different aspects of an asset such as its current status, availability and hour totals.

Fixing an Incorrect Asset History

If one or more events of an asset’s history is incorrect, they can easily be corrected by adjusting the event/times for the corresponding BHA, shipment or work order event.

Asset Current Status

An asset’s current status cannot be manually set but is instead automatically determined by the most recent event that has happened to it. Handling an asset’s status this way ensures that as long as you are accurately tracking the complete life-cycle of an asset in the system, then its current status (i.e. In Inventory, In Transit, On Job (clean), etc.) will always be correct. Using an asset’s history in this way also prevents discrepancies or mistakes. As an example, if a shipping manager creates a shipment in the system to ship an asset to a job but then forgets to change the asset’s status to indicate it was in transit a job.

Asset statuses are a Drakewell Configurable Item help and are comprised from a combination of a system default list (shown below) and whatever custom status that are setup an configured for your system.

  • Initialized
  • Initialization
  • In Transit
  • Missing
  • Dirty In Shop
  • In Inventory
  • Waiting to Ship
  • On Job (Clean)
  • On Job (Dirty)
  • Downhole
  • Out For Repair
  • Out (other)
  • Assembled
  • Disassembled
  • Retired

Asset Availability

The current status of an asset is also used to determine what are the possible events that can happen to it next.

For example, if a motor is currently in the assembly process, then it cannot added to a shipment to a job until that assembly is completed and the motor is marked as in inventory.

Another example is if a failed motor came back to the shop and during the disassembly, it was discovered that the stator needs to serviced and relined. The system would prevent you from adding this stator to another motor until it was serviced and the problem corrected.

Asset Hour Totals

When an asset is put on a BHA and goes downhole, the hours that are accumulated while the BHA is drilling/circulating are automatically applied to all of the assets when that data is entered on the BHA Hours section. However if the BHA’s Date/Time In and Date/Time Out are not entered accurately, then the hour totals may not be applied correctly.