Oracle eAM

Asset Data Model Design

Date Created: January 19, 2006

Last Updated: January 28, 2008

Version: 1.5

Prepared By: Don Hobbs

Global PTM Services, Inc. 1
 Table of Contents

Asset Data Model ......................................................................................................................... 3

Asset Attributes ............................................................................................................................ 4
Asset Group Identification............................................................................................................ 5
Asset Numbers:............................................................................................................................. 7
Asset Description.......................................................................................................................... 9
Owning (Responsible) Department .............................................................................................. 9
WIP Account Class (Work Order Expense Accounts) ............................................................... 10
Area............................................................................................................................................. 11
Maintainable Checkbox.............................................................................................................. 11
Active Checkbox ........................................................................................................................ 11
Parent Assignment (Hierarchy Design) ...................................................................................... 14

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Asset Data Model
An asset data model defines the data elements and information necessary to adequately
describe the physical plant & equipment, rolling stock, buildings, or other maintained
assets (repaired) within the Oracle eAM Asset database.

To define a good working model, we strive to employ industry standard naming

conventions, consistency in values and ease of use. To be successful the asset data loaded
into the system must be:

1) Accepted and understood by the user community

2) Easy to find, sort or query using the predefined features of the Oracle system
3) Usable for cross plant reporting or corporate reporting

The model defined in this document was utilized in Aleris’ Morgantown recycling plant
and the salt cake process facility while taking into consideration that the solution may be
deployed across additional sites.

The following screen shot(s) show the important elements (header information) of an
Asset Record.

The header element(s) of an asset record includes:

1) Asset Type: “Capital” or “Rebuildable ” – (See details below)

2) Asset Group : alpha-numeric field controlled by item key flexfield definition - (see
below)
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 3) Asset Number: a unique asset identification number (30 character alpha- numeric
field-see below)
4) Asset Description: a free form alpha- numeric field
5) Asset Category: Selected from valid Categories assigned to the Asset Group
6) Owning Dept: for assigning the department/crew responsible for maintaining
Asset
7) Criticality: for criticality assignment from user defined LOV
8) WIP account code: for labor and material g/l account code assignment
9) Area Code: for area assignment from user defined LOV
10) Parent Asset Record: for assignment in the asset hierarchy
11) Production Equipment Reference: Ability to reference in manufacturing org for
production schedule
12) Fixed Asset Reference: Ability to reference applicable Fixed Asset record

Two checkboxes exist to identify “maintainable” assets and “active” assets. (Note:
work orders can not be generated for assets with the “maintainable” checkbox or the
“active” checkbox de-selected)

Asset Attributes
The design of Oracle eAM provides the user with a very flexible approach to capturing
data about Assets. By defining a set of data that the user might want to know about an
Asset (e.g. Nameplate Data: Manufacturer, Make, Model, In- service date, etc.) the user
can build an unlimited number of Attribute Groups (a collection of up to 20 character
based fields, 10 Numeric and 10 Date fields). All Attribute Group s can be assigned to
one or more Asset Group(s) and then unique values for each Asset in the Asset Group can
be entered by asset and later used in searches and reporting.

Asset Attribute Groups (nameplate data) are created at the master organization level and
can be used across all site organizations.

An example asset attribute(s) for a unique conveyor assigned to the conveyor group
might include:

1) Belt Dimension
2) Belt Material Type
3) Tail Pulley Size
4) Head Pulley Size

See example screen shot of a conveyor’s asset attributes:

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Asset Group Identification
Oracle Asset Groups are defined at the Master organization level as Item Masters with
Asset Group Item Attributes and then assigned to one or more eAM organization. This
allows for the definition of asset groups that can be shared across sites for common
equipment. By building a standard naming convention at this level it becomes practical
to analyze repair histories and plan PM’s across sites. However, because Asset Groups
are the level at which Asset Bills of Materials (BOM) are stored, it becomes necessary to
create unique asset groups for items that have disparate bills of material. For example, it
might seem like a good idea to define an asset group called “trucks” and then have
multiple makes and models as individual Assets in that Asset Group. The problem is that
you then have a BOM that has Chevy, Ford, Mack, etc. parts in it. The system does
provide the ability to define some components specific to a single or a range of similar
assets. It is just not wise to identify an asset group BOM that has a large group of assets
that have disparate components in it. The solution to this is a combination of standard
nomenclature and equipment classification.

We will discuss this in more detail when we get to the definition of Asset Numbers, but
the basic concept is to define a simple coding system that allows for defining unique
Asset Groups that can be used across multiple sites. By defining a common set of
abbreviations for equipment types and manufacturers followed by model and year of
make information, similar equipment that would share a common BOM can be grouped
across sites (e.g. TRCK-FORD-F250-04).

Asset Groups define the classification/grouping of equipment and are created at the
master organization level for use across site organizations.

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The group also controls certain system behavior and characteristics including asset
attributes, and group activity templates. Asset group identification is used to query assets
from various entry points within the eAM module.

Asset groups are created using the INV master item screen and are then assigned to the
eAM organization. The length and characteristics of the field are controlled by the INV
master key flexfield.

The following screen shot shows an example asset group.

The following represents a couple of example s of the Asset Groups created and
associated with the assets at Aleris’ Morgantown plant. As presented above, these asset
group names consist of the four character noun abbreviation from the category list, a
three digit Manufacturer’s abbreviation, model and year. In the case of the Aleris
designed/built conveyor, we have used the noun prefix, the abbreviation for Aleris and
the function/area. For Aleris created equipment the identification of the year is probably
not significant and neither is it likely that other sites will share this asset group for BOM
purposes. Unless there is an opportunity to share custom designed equipment across
multiple sites, the group naming decision comes down to whether the site wishes to have
their custom equipment grouped or separate. Note: Although we recommend all capital
letters in the Asset Group Name, the description can be mixed case.

ASSET GROUP DESCRIPTION

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 TRCK -FORD-F250-04 FORD F250-04TRUCK GROUP
CONV-ALE RIS-SPF Aleris SPF Conveyor Group

Asset Categories: Oracle eAM was designed with a default category set. In standard
Asset Management terminology this is a noun/qualifier for specifying equipment class
and subclass. By classifying equipment by type and then function it becomes possible to
locate equipment across or within sites that are performing a similar function
(TRCK.PICKUP, TRCK.WATER, TRCK.DUMP, etc.) See Appendix A FOR
SUGGESTED Category Codes.

Assigning Category Codes to Asset Groups:

Asset Numbers:
Since Asset Numbers are members of a unique Asset Group, but are often searched for
directly, there is a compelling argument to share nomenclature with the group that they
are a member of, while permitting uniqueness within the organization in which they are
located. To accomplish this we set the Inventory Parameter for Serialized Items to be
unique by Item within Inventory Organizations. Thus for our pickup (mobile equipment
that might change locations) we would create an Asset Name/Number of TRCK-
MODEL-SER# (Serial number can either be a portion of VIN# or company assigned #);
for fixed equipment we would use LOC-CRAN-UNIQUE ID (e.g. 8133-CRAN-
OVHD30T-01). What is most critical is that all personnel familiar with the facility
should be able to quickly identify the correct asset. As we will discuss later, this means

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that although Asset Groups are global and Asset Categories are global, Asset Numbers
can be unique to a facility (Oracle Inventory Organization).

The asset number field (alphanumeric field of 30 characters) is used to uniquely identify
asset records within an oracle defined organization. Note that organizational serial control
can be applied to this field so unique records are maintained across organizations. In
addition, a parameter can control auto generation of the next asset record.

At Morgantown the team is proposing an intelligent number method to uniquely identify

our asset numbers (Frequently if a site currently has an asset or equipment naming
convention, it is desirable to perpetuate the existing equipment numbers in eAM rather
then forcing the maintenance department to learn to use a new numbering scheme. The
assignment of asset groups and categories to existing asset numbers is where the ma jor
benefit of naming conventions is found.).

We propose that the “Asset Number” for physical assets will consist of three or more
segments combined to make up the asset number (TRCK-F250-001 or 9161-CONV-001),
as follows:

UNIQUE
ASSET GROUP DIVISION / SEQUENTIAL
CODE PROCESS NUMBER COMPILED NUMBER

TRCK -FORD-F250-04 001 TRCK -F250-001

CONV-ALERIS-SPF 9161 001 9161-CONV-001

CONV-ALERIS-SPF 9161 001 9161-HASB-001

The division and process numbers are copied from the organizations assigned chart of
accounts. “009” is the account code segment that represents the Morgantown SPF section
of the plant (at this plant we have dropped the leading zeros). “161” represents the
process type for unique processes or cost centers within the plant that this equipment
supports.

The next 4 letters (TRCK, CONV or HAS B) is the abbreviation of the category code
assigned to the asset group or sub-category.

The last 3 digits or “001” indicates the serial number of the asset within its asset group
for this site (organizatio n).

Note: We have not included “Location or DIV/PROC” in the naming convention for
mobile equipment because they might in the future move between departments or
locations. If a particular site (like Morgantown) uses a code like “171” for mobile
equipment, they can either have all the mobile equipment “roll- up” to “9171-DEPT ”
versus “8171-DEPT” or if it is extremely unlikely that the department will change, then
the asset numbers could be similar to fixed assets. Also, in sites where existing asset
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numbers have been already defined to the appropriate level, it is common practice to use
the existing asset nomenclature and assign assets to the appropriate asset group (e.g.
Lewisport: 571-005; CONVEYOR, TABLE ROLL; Coldwater: CONV-001
STACKING CONVEYOR) might share the same Asset Group identifier, but use
different asset naming by site.

Assigning Category Codes to Assets within Group:

Asset Description
The asset description will be developed utilizing easily understandable language for the
tradesperson, including location information for ease of identification (PICKUP, FORD,
F250, 2X4, 2004).

Owning (Responsible) Department

The “Owning Department” indicates the department responsible for maintaining the
equipment. The departments herein are independent depts. created for eAM use only.
They are not associated to HR organizational departments. At the plant we have
organized the utilization of the people into 6 groups or eAM departments.

? 100 Administration
? 200 Operations
? 300 Maintenance
? 400 Purchasing /Warehouse
? 500 Shipping and Receiving

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 ? 600 Environmental, Safety, and Health

Crews of resources are assigned to the Owning Depts. In addition, a supervisor can be
assigned to the “Owning Dept” for Work Request approval receipt and routing.

Criticality
Criticality levels are assigned to each asset. The criticality value indicates the level of
impact on production (or schedule interruption?) when an asset is taken out of service
either from a failure or for a planned maintenance evolution.

The following criticality codes for the Morgantown organization are user defined and
have been proposed as follows:

Low
Medium
High
Not Applicable

WIP Account Class (Work Order Expense Accounts)

The “WIP Account Class” is linked directly to a specific account in the Aleris Chart of
Accounts. The expense class will be assigned to the asset record indicating the applicable
expense accounts which will be debited. The WIP account is linked to a material and a
separate labor account to capture maintenance expenses (debits). Example WIP
accounting classification indicates the Morgantown Plant section as “AR” for recycle
plant or “SP” for salt cake processing and a second segment which is interpreted as the
process dept.

WIP
ACCOUNT
CODE ACCOUNT STRING ACCOUNT DESCRIPTION
Aluminum Recycle, Labor Expense
AR281 001.008.281.4XXX.000000.00000.000.0000 Account
001.008.281.4YYY.000000.00000.000.0000 Alum, Material Expense Account
SP281 001.009.281.4XXX.000000.00000.000.0000 SPF, Labor Account
001.009.281.4YYY.000000.00000.000.0000 SPF, Inventory Account

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Area
The “Area” code defines the location within the plant where the equipment can be found.
Note that the general location is defined as “DELQ” (for Delacquer Area) and the
detailed location is found in the second segment or “DELQ-DCCV” (for Delacquer
Discharge Conveyor System Area)

AREA CODE AREA CODE DESCRIPTION

DELQ DELAQ AREA
DELQ-DCNV DELAQ CONVEYOR AREA
DELAQ DISCHARGE CONVEYOR SYSTEM
DELQ-DCCV AREA
DELQ-KCNV DELAQ KILN CONVEYOR AREA
DELQ-KILN DELAQ KILN AREA
ENVR ENVIRONMENTAL AREA
FAC-BSRM FACILITIES BIG STOREROOM AREA
FAC-BRRM FACILITIES BREAKROOM AREA
FAC-CPRM FACILITIES COMPRESSOR ROOM AREA
FAC-LKBA FACILITIES LOCKER ROOM/BATH AREA
FAC-MESP FACILITIES MECHANICAL SHOP AREA
FAC-SSRM FACILITIES SMALL STOREROOM AREA
FAC-WDSP FACILITIES WELDING SHOP AREA

Maintainable Checkbox
The default setting for this block is “Yes.” All equipment maintained through the Oracle
eAM software will be set to “Yes.” Only those items used to define “virtual” locations
within the equipment hierarchy will be set to “No” indicating that work orders will not be
generated against them.

Active Checkbox
The default setting for this block is “Yes.” All equipment holding active slots within the
equipment hierarchy will be set to “Yes.” Only equipment removed from service will be
set to “No.”

Rebuild-able Components:
Rebuild-able components are really serialized inventory items. These items are first
assigned an inventory number and a location in the storeroom where spares will be
stored. Then, each instance of the item is assigned a unique serial number (sometimes
the item comes serialized and marked on the nameplate by the vendor and sometimes it is
necessary to stamp or mark the serial number on each instance). The system allows an as
received freeform/unique serial number as received from the vendor or a combination of
prefix/suffix for internally identified numbers. These items can be removed and
reinstalled at various locations or processes within the plant. By assigning serial numbers
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it is possible to see which instances are actively on plant equipment, which items are out
for repair and which ones are available in inventory. This also supports charging of
repair/replacement cost to the asset from which the defective serialized component was
removed and the tracking of repair history on the serialized instance to support
repair/replacement decisions. The example below is based on internally defined serial
numbers:

INVENTORY
ITEM SERIAL
NUMBER NUMBER DESCRIPTION
PUMP, WATER; SCOT # 55, STANDARD
FITTED, 3X3 BN-CMSEAL, 5.25" IMPELLER,
7545017 PUMP-001 1.5 H.P.ODP, 1750RPM, 460/3PH/60HZ.
MOTOR, AC; DAYTON #3K7711/4 HP,
7501047 MTR-001 FRAME 48

See Item data model for a description of how inventory components will be numbered
and descriptions composed. Note the example above includes the manufacturer’s part
number, for which there is a separate lookup field and search program. There will need
to be an Aleris global decision made as to whether Manufacturer’s part number will be
included in all catalog group definitions.

Rebuild Item Created in Inventory:

Serialized Rebuild Item Issued to Asset:

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Serialized Item added to Equipment Parent:

Serialized Item in Hierarchy View:

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Spare Motor in Inventory:

Parent Assignment (Hierarchy Design)

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The parent field will contain the asset number of the “Parent” equipment record in the
equipment hierarchy. The majority of the fixed equipment or assets will be children of
the process department to which they are located. Other equipment such as rolling stock
will be assigned to the vehicle maintenance dept and not assigned to a process. Rebuild-
able components will be assigned to an asset in the hierarchy at its installed location if
they are serialized, otherwise they will be inventory items in the Asset Bill of Material.

The hierarchy we propose is set to an entity level for the plant and two major plant
sections (recycle and SPF), a system level which indicates the process dept, and then the
major equipment within the process.

The hierarchy design enables cost analysis by plant and process for the child asset, parent
or parent plus children (by period or cost category) without using sophisticated account
code combinations or complex GL reporting. The hierarchy design is independent of any
account code assignment for reporting in the general ledger.

A proposed hierarchy is shown below:

PLANT BREAKDOWN:

MORGANTOWN
SITE-MORGANTOWN

RECYCLING SALT CAKE

008-DIVS 009-DIVS

PLANT BREAKDOWN BY SYSTEM :

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 RECYCLING
008 -DIVS

MOLTEN METAL ROTARY FURNACE REVERB FURNACE SHREDDER

8231-PROC 8111 -PROC 8112-PROC 8133-PROC

SHIPPING &
RECEIVING BUILDING & GROUNDS VEHICLES DELAQ
8193 -DEPT 8281-FACI 8171 -DEPT 8131-PROC

GENERAL QUALITY LAB ENVIRONMENTAL

MAINTENANCE 8146 -DEPT RECYCLING
8172-DEPT 8131-PROC

SALT CAKE
009-DIVS

QUALITY CONTROL BYPRODUCTS LANDFILL VEHICLES

9146-DEPT 9161-PROC 9162-PROC 9171 -DEPT

SHIPPING & GENERAL

BUILDING & GROUNDS SPF ENVIROMENTAL
RECEIVING MAINTENANCE
9281 -FACI 9131-PROC
9183 -DEPT 9172-DEPT

COMPLETE BREAKDOWN TO LOWEST LEVEL OF EQUIPMENT

INCLUDING COMPONENTS:

There are no restrictions in defining assets down to the lowest level of maintainability,
however one does need to decide which items will be components in the asset bill of
material and which items will be serialized and therefore tracked in inventory. The
diagram below reflects the decision to serialize motors for which spares are maintained in
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inventory and this would represent the lowest level of the asset hierarchy. The other
components would be identified as inventory components and stored in the asset bill of
material.

MORGANTOWN
SITE-MORGANTOWN

SALT CAKE
009 -DIVS

BYPRODUCTS
9161-PROC

CONVEYOR
9161-CONV-001

ASSET BILL OF
MATERIAL

MOTOR
TAIL PULLEY ASSY HEAD PULLEYASSY
ITEM # 7501047
9161-TASY -001 9161-HASY-001
S/N MTR-001

ASSET BILL OF
ASSET BILL OF
MATERIAL
MATERIAL

FAILURE CODES AND ROOT CAUSE ANALYSIS:

There is a new feature in Oracle eAM released in 11.5.10 CU3+ that supports failure
codes and remedies. The appropriate solution here is to be able to record a work request
against the Conveyor indicating that the conveyor is down because of motor failure and
create a work order to repair the Conveyor by issuing the motor. The completion of the
work order would require identifying the failure cause and the remedy taken.

NOTE: The following screen shots are from Oracle Development and the availability of
this feature is not until Aleris IT can fully test and apply these patches (CU3+) to the
production environment. It is, however, important to understand this future capability
when defining how deep an asset structure should be.

DEFINE FAILURE CODES:

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UPDATE WORK ORDER:

PERFORM FAILURE ANALYSIS:

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Asset Bills of Material: A list of all components that might be used to repair assets
within an Asset Group. Items can apply to all Assets in the Group or for specific Assets
in the Group.

Maintenance Bills of Material: A list of specific components that are used to

affect a specific repair (e.g. oil filter and oil for an oil change). Maintenance BOM’s are
identified with the same ID as the Asset Activity they are associated with.

Maintenance Routings: A list of Operations (Job Steps) that define the steps to be
executed in order to affect a specific Asset Repair, Inspection, etc.; the
Departments/Crews to perform the repair and specific Resources (Crafts) to perform the
tasks and estimates of resource usage, duration and costs.

Asset Activities: Unique Standard Jobs performed on Specific Assets. Asset

Activities are defined in the item master and like Asset Groups are differentiated using
specific Item Attributes. They can be associated with a single Asset, an Asset Group or a
collection of Assets. This relationship is maintained by “associating” a specific Asset
Activity to one or more Assets in the Activity association table. Because Asset Activity
Names need to recognizable in order to correctly assign and schedule them, we again
recommend a standard nomenclature. Thus a 3,000 mile or three month oil change for
the truck would be TRCK-LU-3K-F150, where LU would be the two digit abbreviation
and the 3K the Interval. Suggested Activity abbreviations are: LU- Lubrication, SR-
Servicing, CA-Calibration, RB-Rebuild, OH-Overhaul, others to be added as required.

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