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Assets
Add Asset

Process Name

Asset Management

Feature/User Story Name

Add Asset

Description

The Add Asset feature allows back-office users to add new assets to the system by filling in a structured multi-step form. Each step collects specific details about the asset, such as profile information, dimensions, manufacturer details, financial data, and associated documents. This feature ensures that all necessary information is captured for efficient asset management.

Actors

Back Office Users

User Story

As a back-office user, I want to add new assets by completing a guided stepper form so that I can maintain an accurate and up-to-date record of all assets in the system.

Storytelling

John, a back-office user from Samoa Water Authority, needs to add a new water pump to the asset library. He navigates to the Add Asset section in the AX module and fills out the stepper form. He starts by entering the asset profile details, including the name, type, and functionalities. As he progresses, the system auto-fetches dimensions and settings based on the selected asset type. John then enters manufacturer details, uploads documents, and inputs financial data before submitting the form. This comprehensive process ensures the new asset is correctly added to the system.

Goal

To provide back-office users with a structured and guided form for adding new assets to the system, ensuring complete and accurate data entry.

Process Flow Diagram

 

Major Steps

  1. Logs into SMART360, Navigate to AX module

  2. Asset Registry > Plant

  3. Click view of selected plant, navigate to asset tab in view.

  4. Navigate to the Add Asset section in the AX module.

  5. Complete the Asset Profile stepper form by entering details like name, type, location, and functionalities.

  6. Proceed to the Dimensions step, where values are automatically fetched based on the selected asset type.

  7. Fill in the Manufacturer Details, including purchase date and contact information.

  8. Upload relevant Documents for the asset.

  9. Enter Financial Details, such as acquisition cost and depreciation method.

  10. Submit the form to save the new asset in the system.

Business Rules

General Rules

  1. The Add Asset form must be accessible to authorized back-office users in the AX module.

  2. The form must be divided into five distinct steppers: Asset Profile, Dimensions, Manufacturer Details, Documents, and Financial Details.

  3. Each stepper must include a Cancel button to discard changes and a Proceed/Submit button to move to the next step or submit the form.

  4. Dropdown values for specific fields (e.g., Asset Type, Functionalities) are fetched from AX module settings.

  5. The form auto-saves partially filled data when navigating between steppers.

Field-Specific Rules (with Types and Accepted Data)

1. Asset Profile Stepper

  • Asset Name: (Mandatory)

    • Type: Text field (Mandatory)

    • Data: Alphanumeric (Max length: 100)

    • Error: Asset Name is required

  • Asset Type: (Mandatory)

    • Type: Dropdown

    • Data: Fetched from AX module settings.

    • Asset Type is required

  • Unit Name: (Mandatory)

    • Type: Can Search for the Unit Name and Dropdown appears for the search term.

    • Data: Alphanumeric (Max length: 50)

    • Unit Name is required

  • Operation Status: (Mandatory)

    • Type: Dropdown

    • Data: Predefined values: Active, Inactive, Under Maintenance, Disposed.

    • Error: Operation Status is required

  • Latitude: (Mandatory)

    • Type: Decimal field

    • Data: Valid decimal coordinates (range: -90 to 90).

    • Error: latitude is required

  • Longitude: (Mandatory)

    • Type: Decimal field

    • Data: Valid decimal coordinates (range: -180 to 180).

    • Longitude is required

  • Contact Person: (Mandatory)

    • Type: Text field

    • Data: Alphanumeric (Max length: 50).

    • Error: Contact Person is required

  • Email: (Mandatory)

    • Type: Email field

    • Data: Valid email format (e.g., name@example.com).

    • Error: Mail is required

  • Installation Date: (Mandatory)

    • Type: Date picker

    • Data: DD/MM/YYYY format.

    • Validation: Should accept only past or present dates.

    • Installation Date is required

  • Functionalities: (Mandatory)

    • Type: Dropdown

    • Data: Fetched from unit’s functionalities that is selected above.

    • Functionalities are Required

  • Description:

    • Type: Text area

    • Data: Alphanumeric (Max length: 500).

  • Images and Videos:

    • Type: File upload

    • Data: Supported formats: JPG, PNG, MP4, HEIC

2. Dimensions Stepper

  • Custom fields and no field is mandatory and datatype of field is also automatically fetched from settings.

3. Manufacturer Details Stepper

  • Manufacturer Name: (Mandatory)

    • Type: Dropdown

    • Data: Predefined values from AX > Manufacturer settings.

  • Manufactured Date: (Mandatory)

    • Type: Date picker

    • Data: DD/MM/YYYY format.

  • Purchase Date: (Mandatory)

    • Type: Date picker

    • Data: DD/MM/YYYY format (must be ≤ today).

  • Adjusted Useful Life: (Mandatory)

    • Type: Numeric field

    • Data: Positive integer (years).

  • Serial Number:

    • Type: Text field

    • Data: Alphanumeric (Max length: 50).

  • Contact Person Name:

    • Type: Text field automatically fetched from settings after selecting Manufacturer

    • Data: Alphanumeric (Max length: 50).

  • Contact Person Email:

    • Type: Email field automatically fetched from settings after selecting Manufacturer

    • Data: Valid email format (e.g., name@example.com).

4. Documents Stepper

  • Document Type: (Mandatory)

    • Type: Searchable Dropdown

    • Data: Fetched form Onboarding

    • Document type is Required

  • Document Sub-Type: (Mandatory)

    • Type: Searchable Dropdown

    • Data: Fetched form Onboarding

    • Document Sub-type is Required

  • File: (Mandatory)

    • Type: File upload

    • Data: Supported formats: PDF, DOCX, JPG, PNG (Max size: 10MB).

  • When click on Add another set of document type and file should be added form multiple upload.

5. Financial Details Stepper

  • Acquisition Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Operating Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Insurance Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Installation Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Maintenance Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Disposal Cost:

    • Type: Numeric field

    • Data: Positive decimal values (currency format).

  • Depreciation Method:

    • Type: Dropdown

    • Data: Predefined values: Straight-Line, stepper

  • Depreciation Percentage:

    • Type: Numeric field

    • Data: Positive values up to 100%.

Mandatory Fields

  1. If any mandatory field is left blank in a stepper, the system must display:

    • Error Message: "Please fill all required fields before proceeding."

    • The user cannot proceed to the next step until all mandatory fields are filled.

Invalid Data Entry

  1. Manufacturer Details Stepper:

    • Error: If Purchase Date, Installation Date is in the future.

      • Message: "Date cannot be in the future."

  2. Documents Stepper:

    • Error: If file size exceeds 10MB.

      • Message: "File size cannot exceed 10MB."

    • Error: If unsupported file format is uploaded.

      • Message: "Invalid file format. Supported formats are PDF, DOCX, and images."

  3. Financial Details Stepper:

    • Error: If Depreciation Percentage exceeds 100%.

      • Message: "Depreciation Percentage cannot exceed 100%."

System Errors

  1. Error: If the system fails to fetch values for dropdown fields (e.g., Asset Type, Functionalities).

    • Message: "Unable to fetch values. Please try again later."

  2. Error: If the form submission fails due to server or connectivity issues.

    • Message: "Unable to add asset. Please try again later."

  3. If mandatory fields are left blank, the system must display the message: "Please fill all required fields before proceeding."

Navigation Errors

  1. Error: If the user tries to proceed without completing the current step.

    • Message: "Please complete the current step before proceeding to the next."

Sample Data

Asset Profile Stepper

  • Asset Name: Main Pump Station

  • Asset Type: Pump

  • Unit ID/Name: Unit-001

  • Operation Status: Active

  • Latitude: 37.7749

  • Longitude: -122.4194

  • Contact Person Name: John Doe

  • Contact Person Email: john.doe@example.com

  • Installation Date: 01/01/2020

  • Functionalities: Water Distribution

  • Description: Main pump for water distribution in the central zone.

  • Images and Videos: main_pump.jpg

Dimensions Stepper

  • Height: 3.5 meters

  • Length: 2.0 meters

  • Width: 1.5 meters

  • Diameter: 1.2 meters

  • Capacity: 500 liters/hour

  • Horsepower: 250

Manufacturer Details Stepper

  • Manufacturer Name: XYZ Manufacturing

  • Manufactured Date: 01/01/2019

  • Purchase Date: 15/01/2019

  • Adjusted Useful Life: 10 years

  • Serial Number: SN-12345

  • Contact Person Name: Jane Smith

  • Contact Person Email: jane.smith@xyzmanufacturing.com

  • User Guide: user_guide.pdf

Documents Stepper

Financial Details Stepper

  • Acquisition Cost: $50,000

  • Operating Cost: $5,000/year

  • Insurance Cost: $2,000/year

  • Installation Cost: $10,000

  • Maintenance Cost: $3,000/year

  • Disposal Cost: $5,000

  • Depreciation Method: Straight-Line

  • Depreciation Percentage: 10%

Acceptance Criteria

Form Stepper Criteria

  1. The Add Asset form must have five distinct steppers with clearly labeled sections.

  2. Navigation between steppers must be enabled via "Proceed" and "Cancel" buttons.

Field Display Criteria

  1. Dropdown fields (e.g., Asset Type, Functionalities) must display values fetched from the AX module settings.

  2. Fields in the Dimensions stepper must auto-populate based on the selected asset type.

Submission Criteria

  1. Clicking "Submit" must save all entered data and display a success message: "Asset added successfully."

  2. The new asset must be immediately available in the Asset List View.

Error Handling Criteria

  1. If mandatory fields are left blank, the system must display the message: "Please fill all required fields before proceeding."

  2. If the form submission fails, an error message must be displayed: "Unable to add asset. Please try again later."

List View Asset

Process Name

Asset Management

Feature/User Story Name

List View Asset

Description

The List View Asset feature enables back-office users to view, search, and manage details of all registered assets within SMART360. It displays essential information such as Asset ID, Asset Name, Location, Condition, RPN (Risk Priority Number), Status, and Actions. Users can perform contextual navigation to asset details and interact with functionalities like editing, deleting, and viewing the condition and RPN post-assessment.

Actors

Back Office Users

User Story

As a back-office user, I want to view a comprehensive list of all registered assets with their relevant details so that I can manage and monitor their status effectively.

Storytelling

Sophia, a back-office user at Samoa Water Authority, logs into SMART360 and navigates to the Asset List View under the Asset Library. She views a table listing all registered assets with details like their unique ID, name, location, condition, risk priority number, status, and actionable buttons.

Sophia notices that two assets show "NA" for their condition and RPN fields. Upon consulting, she understands that these assets have not yet undergone condition assessment and risk analysis. She proceeds to navigate to another asset's details using the view icon under the Action column to verify its status.

This feature helps Sophia streamline asset monitoring and facilitates quick navigation for managing specific assets.

Goal

To provide back-office users with a complete view of all registered assets and enable management through a functional interface with actionable insights.

Process Flow Diagram

 

Major Steps

  1. Logs into SMART360, Navigate to AX module

  2. Asset Registry > Plant

  3. Click view of selected plant, navigate to asset tab in view.

  4. Access the Asset List View.

  5. Display asset details in a table format with relevant fields.

  6. Enable actions for managing assets (e.g., edit, delete, view details).

  7. Dynamically update the Condition and RPN columns based on condition assessment and risk analysis completion.

Business Rules

General Rules

  • The Asset List View must display all registered assets in a tabular format with pagination.

  • Fields must display real-time data fetched from the database.

  • Only authorized users can view, edit, or delete assets.

Field-Specific Rules

  1. Asset ID

    • Type: Non-editable, alphanumeric.

    • Validation: Display a unique identifier for each asset.

  2. Asset Name

    • Type: Editable, text.

    • Validation: Display the registered name of the asset.

  3. Location

    • Type: Text.

    • Validation: Display smallest recognizable area in which the lat, lon exists.

  4. Condition

    • Type: Numeric or "NA".

    • Validation: Display a value post-condition assessment. Until then, show "NA".

  5. Risk Priority Number (RPN)

    • Type: Numeric or "NA".

    • Validation: Display RPN after risk analysis completion. Until then, show "NA".

  6. Status

    • Type: Dropdown (e.g., Active, Maintenance, Inactive, Disposed).

    • Validation: Display the current operational status from the asset profile.

  7. Action

    • Type: Icons (View, Edit, Delete).

    • Validation:

      • View: Navigate to Asset Details View.

      • Edit: Open the asset form for authorized users.

      • Delete: Remove the asset (only for authorized users).

Error Handling

  1. Condition and RPN Fields

    • If the condition assessment or risk analysis is incomplete, display "NA".

  2. Action Buttons

    • If a user lacks permissions to edit/delete, disable those icons and show a tooltip: "Access Denied. Contact Administrator."

  3. Data Loading

    • If data fails to load, display an error message: "Unable to load asset details. Please refresh or try again later."

  4. Pagination Errors

    • If the user navigates to an invalid page, display: "Page not available. Returning to the first page."

Sample Data

  • Asset ID: PIP12

  • Asset Name: Pipe 1

  • Location: Filtration Plant

  • Condition: 5.5

  • Risk Priority Number (RPN): 250

  • Status: Active

  • Actions: View | Edit | Delete

Acceptance Criteria

General Display Criteria

  • The Asset List View must show all assets in a table format with the following columns: Asset ID, Asset Name, Location, Condition, RPN, Status, and Actions.

  • The Condition and RPN columns must display "NA" if assessments are incomplete.

Navigation Criteria

  • Clicking the View icon must navigate to the Asset Details View.

  • Clicking the Edit icon must open the asset form (for authorized users).

  • Clicking the Delete icon must delete the asset (with a confirmation prompt for authorized users).

Dynamic Updates Criteria

  • When a condition assessment is completed, the Condition field must update dynamically in the Asset List View.

  • When risk analysis is completed, the RPN field must update dynamically in the Asset List View.

Error Handling Criteria

  • If an asset is missing details, appropriate fields must display "NA".

  • Pagination errors must prompt an appropriate message.

Search, Sort, Filter and Download Assets

Process Name

Asset Management

Feature/User Story Name

Search, Sort, Filter, and Download Asset

Description

The Search, Sort, Filter, and Download Asset features enhance the usability of the Asset List View by enabling back-office users to:

  1. Search for specific assets using various criteria such as Asset ID, Asset Name, or Location.

  2. Sort the asset list by columns like Condition, RPN, or Status in ascending or descending order.

  3. Filter assets based on predefined criteria such as Location, Condition range, Status, etc.

  4. Download the filtered or full list of assets in a CSV format for offline analysis and reporting.

These features ensure efficient navigation, data retrieval, and reporting for asset management processes.

Actors

Back Office Users

User Story

  1. As a back-office user, I want to search for assets by specific attributes so that I can quickly locate the desired asset.

  2. As a back-office user, I want to sort assets by any column in ascending or descending order so that I can prioritize assets for review.

  3. As a back-office user, I want to filter assets by specific criteria so that I can view only the relevant subset of assets.

  4. As a back-office user, I want to download the list of assets to a CSV file so that I can analyze and share the data offline.

Storytelling

Sophia, a back-office user at Samoa Water Authority, navigates to the Asset List View in SMART360. She needs to find all assets located at the "Filtration Plant" that are marked as "Active." Using the Filter feature, she applies the criteria to view only relevant assets. To prioritize the most critical assets, Sophia sorts the list by RPN in descending order.

Later, she searches for a specific asset by its unique ID, "PIP12," to update its status. Finally, Sophia downloads the filtered list of assets in a CSV format for reporting to her manager.

Goal

To enable back-office users to efficiently locate, organize, and export asset data, ensuring smooth asset management workflows.

Process Flow Diagram

 

 

Major Steps

  1. Logs into SMART360, Navigate to AX module

  2. Asset Registry > Plant

  3. Click view of selected plant, navigate to asset tab in view.

  4. Search Functionality

    • Display a search bar above the asset table.

    • Allow search by attributes such as Asset ID, Asset Name, or Location.

  5. Sort Functionality

    • Enable sorting for columns like Condition, RPN, and Status in ascending/descending order.

  6. Filter Functionality

    • Display a filter panel for attributes like Location, Condition range, and Status.

    • Apply multiple filters simultaneously to narrow down results.

  7. Download Functionality

    • Add a "Download CSV" button to export the current list view (filtered or full) to a CSV file.

Business Rules

  1. The search bar must support partial matching (e.g., searching "Pipe" returns "Pipe 1," "Pipeline," etc.).

  2. Search results must dynamically update the list view.

  3. Asset Name and Asset ID should be the criteria for searching.

  4. If no results are found, display: "No assets match your search criteria."

Sort

  1. Sorting must be enabled for the following columns: Asset ID, Asset Name, Condition, RPN, and Status.

  2. Sort functionality must be toggleable between ascending and descending order.

Filter

  1. Filters must support the following attributes:

    • Location: Dropdown of all registered locations.

    • Condition: Range slider to select a minimum and maximum value.

    • Status: Dropdown with options like Active, Maintenance Required, Inactive, Disposed.

  2. Filters must be applied cumulatively, and the filtered list must dynamically update.

  3. If no results match the applied filters, display: "No assets match your filter criteria."

Download

  1. The "Download CSV" button must export the currently displayed asset list (filtered or full).

  2. The downloaded file must include the following columns: Asset ID, Asset Name, Location, Condition, RPN, Status.

  3. File name format: Unit Name_Assets_YYYYMMDD.csv.

Error Handling

  1. Search

    • If no results are found, display: "No assets match your search criteria."

  2. Filter

    • If no results match the applied filters, display: "No assets match your filter criteria."

  3. Download

    • If no assets are displayed in the list, disable the "Download CSV" button and show a tooltip: "No data available for download."

  4. Data Loading

    • If data fails to load, display: "Unable to load asset details. Please refresh or try again later."

Sample Data

Search Criteria Example

  • Search Query: "Pipe"

  • Result:

    • Asset ID: PIP12

    • Asset Name: Pipe 1

    • Location: Filtration Plant

    • Condition: 5.5

    • RPN: 250

    • Status: Active

Filter Criteria Example

  • Location: Filtration Plant

  • Condition Range: 4.0 - 6.0

  • Status: Active

Download Example

  • Downloaded CSV file content:

    • Asset ID: PIP12, Asset Name: Pipe 1, Location: Filtration Plant, Condition: 5.5, RPN: 250, Status: Active

Acceptance Criteria

Search

  • The search bar must return results that match the entered criteria.

  • If no results are found, display an appropriate message.

Sort

  • Users must be able to toggle sorting for supported columns.

  • The list must dynamically reorder based on the selected sort order.

Filter

  • Filters must dynamically update the list view to display matching assets.

  • Multiple filters must be applied simultaneously.

  • If no results match, display an appropriate message.

Download

  • The "Download CSV" button must export the displayed list with accurate data.

  • The downloaded file must match the required format and include all specified columns.

  • If no assets are available for download, the button must be disabled.

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