Instruments Master Data
HOW TO SET UP YOUR INSTRUMENTS
There are 2 Excel files in relation to defining your instruments.
The Excel file #3 - Instruments Master Data contains the necessary information to categorise and define your instruments. see attached file
The Excel file #3 - Instruments Master Data contains 5 worksheets to define your instruments status, instrument groups, instruments, instrument group matrix and Instrument Recurring Tasks
Setting up your Instrument Status
The Instrument status indicates the engine whether the instrument is available or not.
Item / column | What / Used for |
Instrument Status Code | This code is already predefined within the system and cannot be modified. |
Instrument Status Description | This free text facilitates the naming of the statuses as per your company definitions (max. 40 characters) |
Availability | Enter Y for yes and N for no about the availability of your instrument for a given status |
Example:
Setting up your Instruments Groups
This worksheet is used to define the instrument groups to which you will assign your instruments.
These instrument groups are referenced when you configure your tests.
You can create as many instrument groups as you need.
Some instruments may belong to multiple instrument groups if they can be configured according to the technical requirements of the test.
Some instrument groups may contain only a single instrument.
Item / column | What / Used for |
Instruments Group Name | Should be unique in the system. This free text facilitates the naming of your instrument group (max. 100 characters) |
Instruments Group Description | This free text facilitates the description of your instruments group to ease its identification (max. 100 characters) |
Setting up your Instruments
This worksheet allows you to list all your instruments that need to be scheduled according to your tests configuration.
The name of your instrument should be unique so that the engine can plan the instrument that matches the test configuration and parameters, and so that your team knows immediately which instrument to use.
| Item / column | What / Used for |
| Location Code | Refer to Excel File #1 - Site Master Data |
Instrument Name | Should be unique in the system. This free text facilitates the naming of your instrument (max. 100 characters) |
Instrument Description | This free text facilitates the entry to any comment required to identify the instrument (max. 4.000 characters) |
Shift Description | Refer to Excel File #1- Site Master Data, make sure to use the shifts created for instruments ( I) |
Status Code | Refer to previous worksheet Example: In use, under maintenance..... |
Available during weekend | Enter Y ( yes) or N (no) to extend the availability of the instrument over weekend days |
MATRIX: Assigning your instruments to their Instruments Groups
This worksheet allows you to assign every single instrument to one or more corresponding Instrument Group.
Create a line for every single instrument to be assigned to a given instrumenst group.
| Item / column | What / Used for |
| Instrument Group Name | Refer to previous worksheet |
Instrument Name | Refer to previous worksheet |
Example:
Setting up Recurring Task for your instrument
This worksheet allows you to define the recurring tasks that are to be automatically scheduled for a specific instrument.
The recurring tasks are generally used for calibration and maintenance.
The recurring tasks are defined using parameters such as frequency, duration, number repetitions till last date.
Frequency type should be defined as D for daily, W for weekly, M for monthly and Y for yearly.
The Frequency Every column requires a number to determine the multiplication factor of the frequency type.
- If frequency type is D and frequency every value is 3, the tasks will be scheduled every 3 days- If frequency type is M and frequency every value is 2, the tasks will be scheduled every 2 months.
The Frequency Code varies according to the frequency type.
- If frequency type is D, enter ALLDAYS- If frequency type is W, enter MONDAY, TUESDAY, WEDNESDAY, THURSDAY, FRIDAY, SATURDAY, SUNDAY- If frequency type is M, enter DAY + Number of the weekExample:MONDAY1 = first Monday of the monthFRIDAY3 = 3rd Friday of the month- If frequency type is Y, enter ALLYEARS
There are two ways to determine the end of the recurring task
- Repetitions, by setting a maximum number of times the task should be scheduled. once the number is reached it will berescheduled again. Could be stop if a last recurring date is facilitated.- Last Recurring Date by specifying the very last date on which the task should be scheduled
| Item / column | What / Used for |
| Instrument Name | Refer to Excel File #3 - Instruments Master Data |
| Next Instance | It shows from which date the recurring tasks should start. In the initial configuration, you should specify the date the recurring tasks should be scheduled for the first time. |
| Duration | Enter duration of the task in minutes. |
Start Time | Indicate at which time of the day the tasks should be scheduled. Use the format HH24:MI |
| Frequency Type | Enter D for daily, W for weekly, M for monthly and Y for yearly |
Frequency Every | Indicate how often the recurring task should be scheduled within a frequency |
Frequency Code | Enter the value according to the frequency type. see comment above the table |
Repetitions | Enter a number for how often the recurring tasks should be scheduled |
Last Recurring Date | Enter a date indicating the very last date on which the task should be scheduled |
| Task Type Code | Refer to Excel File #1 - Site Master Data |
Related Articles
Instrument Management Section
HOW TO SET-UP YOUR INSTRUMENTS in the INSTRUMENT MANAGEMENT SECTION This article describes the procedure on how to configure your instruments to be scheduled into Optima. 1. Define your Instrument Status This section lists the different statuses that ...Introduction to designing your Master Data
HOW TO CONFIGURE YOUR OPTIMA LRMS® There is a range of information that needs to be uploaded into your system so that the different types of tasks can be planned and executed correctly according to the skills of your employees, the technical ...Employees Master Data
HOW TO SET UP YOUR EMPLOYEES The Excel file #4 - Employees Master Data contains the information required to define the employees to be scheduled by Optima. An employee may not be a User of Optima, a User may not be set as employee. The Excel file #4 ...Users Master Data
HOW TO SET UP YOUR OPTIMA´ USERS The Excel file #2 - USERS MASTER DATA contains the information required to define the categories of your users´ and assign them a full or limited licence. The Excel file #2 - USERS MASTER DATA contains 5 worksheets to ...Site Master Data
HOW TO SET UP YOUR SITE(s) The Excel file #1- Site Master Data contains the information required to define the default setting of your site/s. The Excel file #1- Site Master Data contains 3 worksheets to define the sites, holidays and shifts of your ...