Equipment

The equipment library

The IMS equipment library contains all devices that can be used or deployed on science voyages. To distinguish different devices they are subdivided. Devices fall under different equipment types and equipment type families, and these equipment type families fall into one or more main categories.

Main categories

Fig. How devices are subdivided in the IMS.

Equipment overview

The equipment overview page shows all equipment currently present in the database. The top bar offers equipment related actions:

Fig. Equipment Overview example.

Add new equipment

Before you add a new device to the database, check if it already exists in order to prevent duplicates. You can do this by:

• consulting with colleagues.
• checking if the device is already marked with an MFP barcode.
• searching on the device name or serial number. Be aware that entering a serial number for equipment is not mandatory.

NOTE: If you find a device without barcode in the database, generate a barcode and label the device if possible.

Start adding a new device by clicking the ‘New’ button. This shows multiple forms (e.g. Details, Financial, Customs, Asset). The available forms may vary by organization. Fill in the forms as completely as possible. This makes it easier to find the device at a later stage.

After saving the forms, additional forms will appear (e.g. Work History, Maintenance and Tracking).

For a complete overview of the different forms and field, see <PAGE URL>.

Fig. New Equipment page.

Archiving equipment

Newly added equipment automatically receives the ‘Active’ status. If a device is discarded or lost, this status must be set to ‘Discarded’ or ‘Lost’ accordingly on the equipment details form. This archives the device which means that it is no longer available for planning.

Archived equipment can be reactivated at any time by changing its status. The status change date and executing user are registered and can be viewed in the status change history.

Fig. Equipment status history example.

Deleting equipment

The current manual states that the status has to be changed to ‘Discarded’ or ‘Lost’ before deletion. Is this true?

Equipment forms and fields

The following is a list of form fields and their descriptions. The fields and input options available may vary by organization.

Equipment details form

Equipment financial form

Equipment customs form

Equipment asset form

Equipment mooring form

Equipment work history page

Here you can register work carried out on the device.

Fig. Work history page example.

Equipment maintenance page

Here you can schedule and register maintenance events for the device. See <PAGE URL> on how to manage device maintenance and repair.

Fig. Maintenance page example.

Equipment documents page

Here you can upload device related documents such as data sheets, user manuals, calibration certificates and pictures.

Fig. Documents page example.

Equipment tracking page

Here you can find the movement history of the device such as previous locations, transport dates and responsible persons.

Used symbols:

	Ship / Voyage / Cruise
	External Contact
	Transport
	Home Contact
	Internal Location

Fig. Tracking page example.

Equipment planning page

Here you can see if the device is already planned for cruises, transports or mooring deployment. You can also plan or register a maintenance event as an appointment blocker. For detailed maintenance management see <PAGE URL>.

Color codes:

Fig. Planning page example.

Equipment usage page

Here you can see the current user and user history of the device.

Fig. Usage page example.

Equipment contents form

Here you can see a contents list for the device. Managing of the contents can be done on the Tracking page. See <PAGE URL> for how to manage the contents.

NOTE: The Tracking page is the main tracking page, accessed from the menu to the left. This is a different page than the equipment tracking page, accessed through a specific device.

Fig. Contents form example.

Equipment maintenance and repair

Some devices require maintenance or need repair after being damaged. This can be periodic maintenance, pre or post deployment maintenance or maintenance needed because the device does not function properly anymore. But also calibration or inspection of the device are maintenance events.

Equipment maintenance or repair is managed at the ‘Maintenance’ page of a device. Here you will see two tabs: ‘Maintenance’ and ‘Maintenance Policy’.

On the ‘Maintenance’ tab you can see an overview of past and upcoming events, and add or plan corrective maintenance events. Use ‘Add corrective maintenance event’ when the maintenance is already done and you want to register the event. Use ‘Plan corrective maintenance event’ if you want to plan an event that falls outside the maintenance policy scope.

On the ‘Maintenance Policy’ tab you can add new maintenance definitions. Use this for periodic maintenance events or pre and post deployment maintenance.

Color coding used on the ‘Maintenance’ tab:

	Maintenance is postponed.
	The due date for the maintenance expires soon.
	The due date for the maintenance is expired.
	Unscheduled maintenance event.

An overview of all maintenance events for equipment can be found on the home page under ‘Maintenance’.

Add a corrective maintenance event

Click the ‘Add corrective maintenance’ button to register a new event. Fill in the form as completely as possible. Click ‘Save’ when you are done.

* Only available when external contractor is checked.

Fig. Add corrective maintenance event form.

Plan a corrective maintenance event

Click the ‘Plan corrective maintenance’ button to plan a new event. Fill in the form as completely as possible. Click ‘Save’ when you are done.

¹ Only available when external contractor is checked.

² Only available when due date is selected.

Fig. Plan corrective maintenance form.

Add a new maintenance definition

Click the ‘Add new maintenance definition’ button to plan a new event. Fill in the form as completely as possible. Click ‘Save’ when you are done.

Fig. Add new maintenance definition form.

Notifications

If you want to receive notifications for maintenance events, click the ‘Subscribe to notifications’ button to the ‘Maintenance’ main page. When you are subscribed, notifications will appears on the home page and in your email.

Add contents to container equipment

Devices labeled as container equipment such as ROV’s, AUV’s, boxes and lander frames can have contents. For example, an ROV can have thrusters, flotation vehicles, sensors and samplers as contents. Or a cardboard box can carry different consumables.

Follow these steps to add contents to a container device:

1. Select the container device or create a new one.
2. Go to the equipment contents page and click the ‘Open in tracking’ button. This brings you to the tracking page with on the left side of the screen your selected container device. On the right side you can browse through locations and search for the required contents.

1. Contents can then be drag and dropped to your container device. After you added all desired contents, go back to the equipment contents page. You will now see the contents you have just added.
2. You can assign contents permanently to the device by clicking on the ‘Set as base location’ button, if required.