Instruments Master Data
HOW TO SET UP YOUR INSTRUMENTS
There are 2 Excel files in relation to defining your instruments.
Excel file #3.1 - Instruments contains the necessary information to categorise and define your instruments
The Excel file #3.1 - Instruments contains 4 worksheets to define your instruments status, instrument groups, instruments, and instrument group matrix.
Excel file #3.2 - Instruments is used to compile precise information for each instrument about their recurring tasks and booking.
The Excel file #3.2 - Instruments contains 2 worksheets to define instruments recurring tasks and instruments booking
This file can be uploaded at a later stage.
Alternatively, an instrument recurring tasks can be entered directly into the system once the instruments information from file 3.1 is uploaded
Setting up your Instrument Status
Excel file #3.1 - Instruments. The Instrument status indicates the engine whether the instrument is available.
Item / column | What / Used for |
Instrument Status Code | This code is already predefined within the system and can not 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 Instrument Groups
Excel file #3.1 - Instruments. This worksheet is used to define the instrument groups to which you will assign your instruments.
These instrument groups are called up 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 only contain a single instrument.
Item / column | What / Used for |
Group Description | Should be unique in the system. This free text facilitates the naming of your instrument group (max. 100 characters) |
Group Comments | This free text facilitates the commenting of your instrument group to ease its identification (max. 100 characters) |
Setting up your Instruments
Excel file #3.1 - 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 - Sites |
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 - Sites, make sure to use the shifts created for instruments ( I) |
Status Code | Refer to previous worksheet in the Excel File #3.1 Instruments |
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
Excel file #3.1 - Instruments. This worksheet allows you to assign every single instrument to its corresponding Instrument Group.
Create a line for every single instrument to be assigned to a given instrument group.
| Item / column | What / Used for |
| Instrument Group Description | Refer to previous worksheet in the Excel File #3.1 Instruments |
Instrument Name | Refer to previous worksheet in the Excel File #3.1 Instruments |
Example:
Setting up Recurring Task for your instrument
Excel file #3.2 - Instruments. 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 and repetitions/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 the maximum number of times the task should be scheduled.- 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 #3.1 - Instruments |
| Next Instance | It shows the date of the next recurring tasks. 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 Days. In case the task duration is shorter than one day, it should be a numeric fraction of the day (i.e. an hour = 0.0416) |
| 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 - Sites |
Setting up a Booking % for your instrument
Excel file #3.2 - Instruments. This worksheet allows you to book a given percentage of your instrument availability.
The instrument booking process creates “pre-booking” tasks associated with the instruments for a given period.
| Item / column | What / Used for |
| Instrument Name | Refer to Excel File #3.1 - Instruments |
| Booking % | Enter a number to assign a % within the instrument shift availability |
| Last Booking Date | This is the last date that the booking process has created a booking task for the instrument. During the initial configuration of Optima, this field should indicate when the booking process should start creating the tasks |
| Booking Period | Enter a value in Days, for the booking process to plan tasks from the last booking date |
| Task Type Code | Refer to previous worksheet in the Excel File #3.2 Instruments |
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