User Story: Asset Classification Management (AX04US02)

1. Problem Statement

User Roles Identified:

• Asset Manager: Responsible for strategic asset management and lifecycle planning
• Utility Administrator: Manages system configuration and master data setup

Pain Points by User Role:

Asset Manager:

• Inconsistent asset categorization across the utility leading to poor maintenance planning
• Inability to track failure patterns by asset type due to lack of standardized failure modes
• Difficulty in creating accurate lifecycle cost models without proper asset classification
• Manual processes for setting up new asset types causing delays in asset registration
• Limited visibility into asset dimensions and specifications needed for procurement

Utility Administrator:

• Time-consuming manual setup of asset classification hierarchies
• Lack of standardized templates for common utility asset types
• Difficulty maintaining consistency in asset data structure across departments
• Complex process to add new asset types and their associated failure modes
• Limited ability to customize dimensions based on specific utility requirements

Core Problem:

Water utilities lack a centralized, standardized system for managing asset classification hierarchies, leading to inconsistent asset data, poor maintenance planning, and inefficient resource allocation.

2. Who Are the Users Facing the Problem?

Asset Manager

• Oversees asset lifecycle management and strategic planning
• Requires access to comprehensive asset classification for maintenance optimization
• Needs standardized failure mode tracking for predictive maintenance

Utility Administrator

• Manages system configuration and master data
• Responsible for setting up and maintaining asset classification structures
• Ensures data consistency across all utility operations

Both roles should have access to this feature with appropriate permission levels.

3. Jobs To Be Done

For Asset Manager: When I need to plan maintenance strategies and lifecycle costs for different asset categories, But I lack standardized asset classifications and failure mode tracking that makes it difficult to analyze patterns and predict maintenance needs, Help me access a comprehensive asset classification system with predefined failure modes and customizable dimensions, So that I can develop data-driven maintenance strategies and accurate lifecycle cost models.

For Utility Administrator: When I need to set up and maintain consistent asset classification structures across the utility, But I face time-consuming manual processes and lack of standardized templates that create data inconsistencies, Help me configure hierarchical asset classifications with pre-built templates and easy customization options, So that I can ensure data consistency and reduce setup time for new asset types.

4. Solution

The Asset Classification Management system provides a comprehensive hierarchical structure for organizing and managing utility assets with the following capability areas:

4.1 Hierarchical Asset Classification

• Pre-configured asset classes for common utility infrastructure
• Expandable hierarchy supporting multiple levels of classification
• Drag-and-drop organization for easy restructuring

4.2 Asset Type Management

• Standardized asset type templates for water utility infrastructure
• Custom asset type creation with guided workflows
• Bulk import capabilities for existing asset inventories

4.3 Failure Mode Configuration

• Pre-defined failure modes for common utility assets
• Custom failure mode creation with detailed descriptions
• Association of failure modes with specific asset types

4.4 Dimension Management

• Configurable asset dimensions based on asset type
• Support for various data types (text, number, dropdown)
• Required/optional field configuration with validation

4.5 Search and Filter Capabilities

• Advanced search across asset classes, types, and dimensions
• Filter by asset class for focused management
• Quick access to related asset information

4.6 Template and Standardization

• Industry-standard asset classification templates
• Standardized naming conventions and descriptions
• Best practice guidance for asset organization

4.7 Integration and Data Management

• Seamless integration with asset registry and inventory systems
• Data validation and consistency checks
• Export capabilities for reporting and analysis

5. Major Steps Involved

Asset Manager Flow:

1. Access Asset Classification Dashboard
   • Navigate to Settings > Asset Classification
   • View existing asset classification hierarchy
   • Review asset class summaries and type counts
2. Analyze Asset Structure
   • Expand asset classes to view associated types
   • Review failure modes for specific asset types
   • Access dimension configuration for asset types
3. Request New Classifications
   • Identify gaps in current classification structure
   • Submit requests for new asset classes or types
   • Provide specifications for required dimensions
4. Monitor Classification Usage
   • Review asset registry integration
   • Analyze failure mode utilization
   • Validate classification effectiveness

Utility Administrator Flow:

1. System Configuration Access
   • Log into SMART360 administrative interface
   • Navigate to Settings > Asset Classification
   • Access classification management dashboard
2. Create New Asset Class
   • Click "Add New Asset Class" button
   • Enter asset class name and description
   • Configure class-level settings and permissions
3. Add Asset Types to Classes
   • Select target asset class
   • Click "Add Asset Type" within the class
   • Enter asset type name and detailed description
   • Save asset type configuration
4. Configure Failure Modes
   • Select specific asset type
   • Click "Manage Failure Modes"
   • Add new failure modes with names and descriptions
   • Edit existing failure modes as needed
5. Set Up Asset Dimensions
   • Navigate to "Dimensions" tab
   • Click "Manage Dimensions" for specific asset type
   • Add new dimensions with name, type, and units
   • Configure required/optional status
   • Set validation rules and dropdown options
6. Validate and Test Configuration
   • Review complete classification hierarchy
   • Test asset type creation workflows
   • Validate dimension requirements and constraints

6. Flow Diagram

7. Business Rules

Asset Classification - Field-wise Business Rules

1. Asset Classification Main Page

Search Field

• Field Name: Search
• Placeholder: "Search asset classes, types, or failure modes..."
• Rules:
  • Minimum 2 characters required to trigger search
  • Search is case-insensitive
  • Searches across asset class names, asset type names, descriptions, and failure mode names
  • Real-time search with 300ms debounce
  • Maximum 100 characters allowed
  • Special characters allowed: hyphen (-), underscore (_), space
  • Search results highlight matching terms
  • Empty search displays all classifications

Filter by Asset Class Dropdown

• Field Name: Filter by Asset Class
• Default Value: "All Asset Classes"
• Rules:
  • Dropdown populates with all existing asset class names
  • Selection filters the hierarchy view to show only selected class
  • "All Asset Classes" option shows complete hierarchy
  • Selection persists during session
  • Must reset to "All Asset Classes" when asset classes are added/deleted

2. Asset Classification Hierarchy Section

Asset Class Card

• Display Requirements:
  • Asset class name displayed as clickable header in blue (#2563eb)
  • Type count displayed as "{X} types" next to class name
  • Description shown below class name in gray text
  • Expand/collapse functionality with chevron icon
  • Edit icon (pencil) on hover for authorized users
  • Delete icon (trash) on hover for authorized users
  • Three-dot menu for additional actions

Asset Class Name

• Rules:
  • Required field
  • Minimum 3 characters, maximum 50 characters
  • Must be unique across all asset classes (case-insensitive)
  • Allowed characters: letters, numbers, spaces, hyphens, ampersands
  • Cannot start or end with spaces
  • Cannot contain consecutive spaces
  • Cannot be only numbers
  • Cannot contain special characters: @, #, $, %, ^, *, <, >, ?, |, , /, [, ]

Asset Class Description

• Rules:
  • Required field
  • Minimum 10 characters, maximum 500 characters
  • Must provide meaningful description of asset class purpose
  • Cannot be only spaces or special characters
  • HTML tags not allowed
  • Line breaks preserved in display

Asset Type Count Display

• Rules:
  • Automatically calculated and displayed
  • Format: "{count} types" (e.g., "2 types", "5 types")
  • Updates in real-time when types are added/removed
  • Shows "0 types" for empty asset classes
  • Non-editable field

3. Add New Asset Class Modal

Asset Class Name Field

• Field Label: "Asset Class Name"
• Placeholder: "Enter asset class name..."
• Rules:
  • Required field with red asterisk indicator
  • Real-time validation with error messages
  • Character count indicator showing remaining characters
  • Validation error: "Asset class name must be between 3-50 characters"
  • Uniqueness validation: "Asset class name already exists"
  • Invalid character error: "Asset class name contains invalid characters"

Asset Class Description Field

• Field Label: "Description"
• Placeholder: "Enter asset class description..."
• Field Type: Textarea
• Rules:
  • Required field with red asterisk indicator
  • Character count indicator (10/500)
  • Auto-resize textarea based on content
  • Validation error: "Description must be between 10-500 characters"
  • Cannot contain only whitespace

Add Asset Class Button

• Button Text: "Add Asset Class"
• Rules:
  • Disabled until all required fields are valid
  • Background color changes from gray to dark blue when enabled
  • Shows loading spinner during save operation
  • Success message: "Asset class created successfully"
  • Error handling for duplicate names and system errors

Modal Close Button (X)

• Rules:
  • Confirmation dialog if unsaved changes exist
  • Confirmation message: "Are you sure you want to close? Your changes will be lost."
  • No confirmation needed if no changes made

4. Asset Type Management

Add Asset Type Button

• Button Text: "+ Add Asset Type"
• Rules:
  • Only visible when asset class is expanded
  • Disabled if user lacks asset type creation permissions
  • Opens "Add Asset Type" modal specific to the parent asset class

Asset Type Card Display

• Rules:
  • Asset type name displayed as header
  • Failure mode count shown as "{X} failure modes"
  • Description displayed below type name
  • "Manage Failure Modes" button with gear icon
  • Edit and delete icons on hover for authorized users

Asset Type Name

• Rules:
  • Required field
  • Minimum 3 characters, maximum 50 characters
  • Must be unique within parent asset class (case-insensitive)
  • Same character restrictions as asset class names
  • Cannot duplicate existing type names in the same class

Asset Type Description

• Rules:
  • Required field
  • Minimum 10 characters, maximum 500 characters
  • Same validation rules as asset class description

Failure Mode Count Display

• Rules:
  • Format: "{count} failure modes" (e.g., "6 failure modes")
  • Updates automatically when failure modes are modified
  • Shows "0 failure modes" for types without failure modes
  • Non-editable field

Common Failure Modes Display

• Rules:
  • Shows preview of failure modes: "Leak/Rupture, Blockage/Clog, Structural Collapse/Deformation and 3 more..."
  • Maximum 3 failure modes shown in preview
  • "and X more..." shown if more than 3 failure modes exist
  • Hover tooltip shows all failure modes
  • Clickable to open failure mode management

5. Add Asset Type Modal

Asset Type Name Field

• Field Label: "Asset Type Name"
• Placeholder: "Enter asset type name..."
• Rules:
  • Same validation rules as asset class name
  • Uniqueness check within parent asset class only
  • Error message: "Asset type name already exists in this asset class"

Asset Type Description Field

• Field Label: "Description"
• Placeholder: "Enter asset type description..."
• Rules:
  • Same validation rules as asset class description

Add Asset Type Button

• Button Text: "Add Asset Type"
• Rules:
  • Same behavior as Add Asset Class button
  • Success message: "Asset type created successfully"
  • Automatically assigns to parent asset class

Modal Header

• Text: "Add Asset Type to [Asset Class Name]"
• Rules:
  • Dynamically shows parent asset class name
  • Cannot exceed 80 characters total length

6. Failure Mode Management Modal

Modal Header

• Text: "Manage Failure Modes for: [Asset Type Name]"
• Rules:
  • Dynamically shows asset type name
  • Shows full breadcrumb: Asset Class > Asset Type

Add New Failure Mode Section

Failure Mode Name Field

• Field Label: "Failure Mode Name"
• Placeholder: "Enter failure mode name..."
• Rules:
  • Required field
  • Minimum 3 characters, maximum 50 characters
  • Must be unique within the asset type (case-insensitive)
  • Allowed characters: letters, numbers, spaces, hyphens, forward slash (/)
  • Cannot start or end with spaces
  • Cannot contain consecutive spaces

Failure Mode Description Field

• Field Label: "Description"
• Placeholder: "Enter description..."
• Field Type: Textarea
• Rules:
  • Required field
  • Minimum 10 characters, maximum 300 characters
  • Cannot contain only whitespace
  • Auto-resize textarea
  • Character count indicator

Add Failure Mode Button

• Button Text: "+ Add Failure Mode"
• Rules:
  • Disabled until all required fields are valid
  • Success message: "Failure mode added successfully"
  • Form clears after successful addition
  • Focus returns to name field

Existing Failure Modes Section

Section Header

• Text: "Existing Failure Modes"
• Rules:
  • Shows count in parentheses: "Existing Failure Modes (X)"
  • Hidden if no existing failure modes

Failure Mode List Items

• Display Rules:
  • Failure mode name as header
  • Description below in smaller gray text
  • Edit icon (pencil) on hover
  • Delete icon (trash) on hover
  • Alternating background colors for readability

Edit Failure Mode

• Rules:
  • Inline editing with save/cancel options
  • Same validation rules as new failure mode creation
  • Changes save automatically on blur or Enter key
  • Escape key cancels editing

Delete Failure Mode

• Rules:
  • Confirmation dialog: "Are you sure you want to delete this failure mode?"
  • Cannot delete if failure mode is referenced by existing assets
  • Error message: "Cannot delete failure mode - it is currently used by X assets"
  • Success message: "Failure mode deleted successfully"

Example Failure Modes (from screenshots):

• Leak/Rupture: "Corrosion, External Damage, Joint Failure"
• Blockage/Clog: "Debris, Sediment, Grease"

7. Asset Type Dimensions Tab

Search Field (Dimensions)

• Placeholder: "Search asset types or dimensions..."
• Rules:
  • Same search rules as main search field
  • Searches across asset type names and dimension names
  • Filters the dimensions table in real-time

Filter by Asset Class Dropdown (Dimensions)

• Rules:
  • Same rules as main page filter
  • Filters dimension table to show only selected asset class types

Dimensions Table

Asset Class Column

• Rules:
  • Read-only field
  • Shows parent asset class name
  • Sortable alphabetically
  • Cannot be edited from this view

Asset Type Column

• Rules:
  • Read-only field
  • Shows asset type name
  • Sortable alphabetically
  • Clickable to navigate to asset type details

Dimensions Column

• Display Rules:
  • Shows dimension names as comma-separated list
  • Format: "length (m), diameter (mm), material, +5 more"
  • Shows first 3 dimensions, then "+X more" if more exist
  • Hover tooltip shows all dimensions
  • Empty state: "No dimensions configured"

Actions Column

• Manage Dimensions Button:
  • Text: "⚙ Manage Dimensions"
  • Opens dimension management modal for specific asset type
  • Disabled if user lacks dimension management permissions

8. Dimension Management Modal

Modal Header

• Text: "Manage Dimensions for: [Asset Type Name] ([Asset Class Name])"
• Rules:
  • Shows full context of asset type and parent class
  • Cannot exceed 100 characters total length

Add New Dimension Section

Dimension Name Field

• Field Label: "Name"
• Placeholder: "e.g., diameter"
• Rules:
  • Required field
  • Minimum 2 characters, maximum 30 characters
  • Must be unique within the asset type (case-insensitive)
  • Allowed characters: letters, numbers, underscore, camelCase
  • Cannot start with numbers
  • Cannot contain spaces or special characters
  • Must be valid database column name format

Dimension Type Dropdown

• Field Label: "Type"
• Default Value: "Text"
• Options:
  • Text
  • Number
  • Dropdown
  • Date
• Rules:
  • Required field
  • Selection determines additional field requirements
  • Cannot be changed after dimension creation if data exists

Unit Field

• Field Label: "Unit (optional)"
• Placeholder: "e.g., mm, L/s, %"
• Rules:
  • Optional field
  • Only visible when Type is "Number"
  • Maximum 10 characters
  • Common units suggested in dropdown: mm, m, L/s, kPa, kW, %
  • Custom units allowed
  • Cannot contain special characters except forward slash (/)

Required Checkbox

• Field Label: "Required"
• Rules:
  • Optional checkbox
  • When checked, dimension becomes mandatory during asset creation
  • Cannot be unchecked if existing assets have this dimension populated
  • Default: unchecked

Add Dimension Button

• Button Text: "+ Add Dimension"
• Rules:
  • Disabled until name and type are provided
  • Success message: "Dimension added successfully"
  • Form clears after successful addition

Existing Dimensions Section

Section Header

• Text: "Existing Dimensions (X)"
• Rules:
  • Shows count of configured dimensions
  • Maximum 20 dimensions per asset type
  • Warning at 18 dimensions: "Approaching dimension limit"

Dimension List Items

• Display Format: "[name] [Required badge] [type] [unit]"
• Example: "length Required number m"
• Rules:
  • Dimension name displayed first
  • "Required" badge shown if dimension is mandatory
  • Type and unit shown in smaller text
  • Edit and delete icons on hover

Required Badge

• Display: Dark blue badge with "Required" text
• Rules:
  • Only shown for required dimensions
  • Cannot be removed if assets exist with this dimension

Edit Dimension

• Rules:
  • Name can be edited if no assets use this dimension
  • Type cannot be changed if data exists
  • Unit can always be modified
  • Required status can be changed with data validation

Delete Dimension

• Rules:
  • Confirmation dialog: "Are you sure you want to delete this dimension?"
  • Cannot delete if dimension contains data in any assets
  • Error message: "Cannot delete dimension - it contains data for X assets"
  • Success message: "Dimension deleted successfully"

Example Dimensions (from screenshots):

• length: Required, number, m
• diameter: Required, number, mm
• material: Required, dropdown
• voltageClass (V): number, V
• conductorSize: text
• insulationType: text
• type: text
• outletSize (mm): number, mm
• flowCapacity (L/s): number, L/s
• dutyFlow (L/s): number, L/s
• dutyHead (m): number, m
• motorKw (kW): number, kW

9. Global Business Rules

Data Validation

• All text inputs trim whitespace before validation
• Case-insensitive uniqueness checks across the system
• HTML encoding applied to prevent XSS attacks
• SQL injection prevention on all database queries

Permissions

• Asset classification view: All authenticated users
• Asset class creation/editing: Utility Administrator role
• Asset type management: Utility Administrator role
• Failure mode management: Utility Administrator or Asset Manager roles
• Dimension management: Utility Administrator role
• Deletion permissions: System Administrator role only

Performance Rules

• Maximum 1000 asset classes per system
• Maximum 100 asset types per class
• Maximum 50 failure modes per asset type
• Maximum 20 dimensions per asset type
• Search results limited to 100 items
• Auto-save every 30 seconds for form data

Integration Rules

• Changes to asset classifications trigger notifications to asset registry
• Dimension changes require validation against existing asset data
• Deletion restrictions based on asset registry references
• Audit trail maintained for all classification changes

Error Handling

• Network timeout: 30 seconds for all API calls
• Graceful degradation if search service unavailable
• Data corruption prevention through transaction rollbacks
• User-friendly error messages for all validation failures

8. Sample Data

Asset Classes:

Linear Infrastructure
├── Description: Continuous network assets like pipelines and cables that extend across geographical areas
├── Asset Types: Pipeline Segment, Electric Cable Segment

Control & Isolation
├── Description: Assets that provide operational control, flow regulation, and system isolation
├── Asset Types: Valve, Hydrant

Pumping & Flow Management
├── Description: Active mechanical systems that move fluids and maintain system pressure
├── Asset Types: Pump, Flow Control Device

Storage & Containment
├── Description: Structures and vessels for storing and managing water, chemicals, and other materials
├── Asset Types: Water Tank, Chemical Storage, Reservoir

Treatment Process Units
├── Description: Specialized equipment for treating and conditioning water and wastewater streams
├── Asset Types: Filter Unit, Chemical Dosing System, Clarifier

Sample Asset Type: Pipeline Segment

Asset Type: Pipeline Segment
Description: Individual sections of pipeline for transporting water, gas, or oil
Asset Class: Linear Infrastructure

Failure Modes:
├── Leak/Rupture: Corrosion, External Damage, Joint Failure
├── Blockage/Clog: Debris, Sediment, Grease
├── Structural Collapse/Deformation: Age, Soil Movement, External Load

Dimensions:
├── length (Required, Number, m)
├── diameter (Required, Number, mm)
├── material (Required, Dropdown): PVC, Steel, Cast Iron, HDPE
├── installationYear (Number, Year)
├── pressureRating (Number, kPa)
├── coatingType (Text)
├── soilType (Dropdown): Clay, Sand, Rock, Mixed
├── depthBuried (Number, m)

Sample Asset Type: Pump

Asset Type: Pump
Description: Mechanical device for moving water through the distribution system
Asset Class: Pumping & Flow Management

Failure Modes:
├── Mechanical Failure: Bearing Wear, Impeller Damage, Shaft Break
├── Electrical Failure: Motor Burn-out, Control System Fault
├── Performance Degradation: Cavitation, Efficiency Loss

Dimensions:
├── dutyFlow (Required, Number, L/s)
├── dutyHead (Required, Number, m)
├── motorKw (Required, Number, kW)
├── manufacturer (Text)
├── model (Text)
├── serialNumber (Text)
├── installationDate (Date)
├── efficiency (Number, %)

9. Acceptance Criteria

1. The system must display a hierarchical view of asset classifications with expandable/collapsible sections
2. The system must allow creation of new asset classes with name and description fields
3. The system must allow addition of asset types within existing asset classes
4. The system must provide failure mode management for each asset type with add/edit/delete capabilities
5. The system must support dimension configuration with name, type, unit, and required/optional settings
6. The system must validate that asset class names are unique across the system
7. The system must validate that asset type names are unique within their parent class
8. The system must prevent deletion of asset classes that contain asset types
9. The system must prevent deletion of asset types that have associated assets in the registry
10. The system must provide search functionality across asset classes, types, and dimensions
11. The system must support filtering by asset class in the dimensions view
12. The system must display dimension counts and failure mode counts for each asset type
13. The system must support different dimension types: text, number, dropdown, date
14. The system must allow specification of units for numeric dimensions
15. The system must provide validation for required dimensions during asset creation
16. The system must maintain audit trails for all classification changes
17. The system must support export of classification data for reporting purposes
18. The system must integrate with the asset registry for seamless asset creation
19. The system must provide role-based access control for classification management
20. The system must display clear error messages for validation failures with specific field references

10. Process Changes

11. Impact from Solving This Problem

12. User Behavior Tracking

Asset Manager Tracking:

Questions Answered:

• Which asset classes require the most maintenance attention?
• Are failure modes comprehensive enough for predictive maintenance?
• What asset specifications are most critical for decision-making?
• How is classification data being used for strategic planning?

Utility Administrator Tracking:

Questions Answered:

• How effectively are administrators configuring new asset types?
• Where do users encounter the most difficulty in setup processes?
• What are the most common configuration patterns?
• How can we streamline the administrative workflow?
• Are validation rules appropriate and helpful?
• What templates or automation would provide the most value?

Wireframe

Link