Equipment Fields

The fields described below have special functions. For a complete list of available fields, see the Lucity Data Dictionary.

ID Fields

Equipment ID **	The user-defined, unique identifier for this piece of equipment. The Equipment ID consists of two alphanumerical fields: 1) a code; and 2) a description or name. Remember: When choosing an Equipment ID, the number must be unique in order for it to represent only one piece of equipment. Do not use a long, complex number or one that is subject to change. Instead, use a permanent number that may be easily seen when viewing the equipment. Also, remember to retire the Equipment ID number when you retire the equipment.
Equip Rec #	The system-defined, unique identifier for the piece of equipment.
Equipment Type	Specifies the category that further identifies this piece of equipment.
Asset Class	Sets the asset's class which is used to group together similar assets. The available list of classes come from records in the Asset Class Library that match this module. Setting an Asset Class for a record can enable extra functionality with Class specific Forms and System Assembly Components.

*Required.
*Must be unique.

Cost Related Fields

Purchase Date	The date the equipment was purchased.
Purchase Amount	The dollar amount for which the equipment was purchased.
Received Date	The date on which the agency took possession of the equipment.
Service Life	The number of years that the equipment is expected to be used before being retired.
Dep. Date	The date on which the equipment will be depreciated or no longer used. This date is auto-calculated as: Purchase Date + Service Life = Depreciation Date.
Salvage Value	An estimate of the amount for which the equipment can be sold or salvaged.
Dep. Amount	The current worth of the equipment, which the system calculates as follows: Determine the number of months of service life (MSL): *Service Life12 = MSL Determine the date of the last full month (LFM) by noting the current date and determining the last day of the previous month. For example, if the system date = 4/7/2005, then the LFM = 3/31/2005; if the system date = 3/31/2005, then the LFM = 2/28/2005. Determine the first month of depreciation (FMD*) by looking at the Received Date. If the Received Date* is during the first half of the month (14th and before), that month is used. If the Received Date is during the second half of the month, the system considers the next month the FMD. For example, a Received Date of 4/14/2001 would set the FMD to 4/1/2001. A Received Date of 4/16/2001 would set the FMD to 5/1/2001. Determine the months of depreciation (MD): LFM - FMD = MD Apply the final formula: [MD(Purchase Amount - Salvage)]/MSL = Depreciation Amount
Book Value	The current value of the equipment, which is calculated as: Purchase Amount - Depreciation Amount = Book Value
Replace Cost	The dollar amount necessary to replace the equipment.
Hourly Rate	The price of operating the item for one hour. This calculation is determined by adding all costs associated with a piece of equipment and dividing that sum by the total average hours: Total costs/Total Average Hours = Hourly Rate The system performs this calculation for all equipment with an operating status less than 950.

Linking Fields

Work Employee *	Assigns the equipment to an Employee. The list of Employees comes from the Work > Administration > Work Flow Setup > Employee Setup module. Equipment assigned to an employee appears on the Issued tab of the selected Employee record.
Plant ID	Assigns the equipment to a Plant. The list of Plants comes from the Plant > Plant Inventory module. Note: The Equipment record is actually linked to a Plant Process record; however, the user must choose a Plant ID before identifying the related Process.
Process	Links the equipment to a Plant Process. The list of Processes comes from the Plant > Plant Process module. Note: The user must choose a Plant ID to select a related Process.
Fleet ID	Links the equipment to a particular Fleet vehicle. The list of vehicles comes from the Fleet > Fleet > Fleet Inventory. Note: This association can also be made in the Fleet Inventory using the Attached Equipment grid on the Tracking tab.
Site ID	Assigns the equipment to a specific Site. The list of Sites comes from the Facility > Site Inventory. Note: This association can also be made in the Site Inventory using the Equipment grid on the Equip/Fleet tab.
Building ID	Assigns the equipment to a specific Building. The list of Buildings comes from the Facility > Building Inventory. Note: This association can also be made in the Site Inventory using the Equipment grid on the Equip/Fleet tab.
Floor ID	Assigns the equipment to a specific Building Floor. The list of Floors comes from the Facility > Floors > Floor Inventory. If the Building ID is already filled out this picklist will only show floors associated to the selected building.
Room ID	Assigns the equipment to a specific Building Room. The list of Rooms comes from the Facility > Rooms > Room Inventory. If the Building ID is already filled out this picklist will only show rooms associated to the selected building.
Roof ID	Assigns the equipment to a specific Building Roof. The list of Roofs comes from the Facility > Roofs > Roof Inventory. If the Building ID is already filled out this picklist will only show roofs associated to the selected building.
WO Equip Code *	Links a record in the Equipment Inventory to a record in the Work Flow Setup > Equipment module. This function enables the piece of equipment to be used as a Resource on a Work Order, rather than as an Asset. (A Work Order Asset is the item that is being worked on. A Work Order Resource is an item being used to complete the Work Order.) Enter the Equipment ID for the Work Flow Setup > Equipment record to associate it with this record; or, Enter a new number in this field to automatically create a matching record in the Work Flow Setup > Equipment module. If the agency does not own the Work program, this field is not available.
Vendor Rec #	Indicates the vendor the equipment was purchased from. The list of Vendors comes from the Plant/Equipment > Warranties > Vendors module. More information about Vendors.
Automated Gate ID	Links the equipment to a record in the ITS > Automated Gate module.
Camera Loc ID	Links the equipment to a record in the ITS > Camera Locations module.
DMS ID	Links the equipment to a record in the ITS > DMS module.
PDMS ID	Links the equipment to a record in the ITS > PDMS module.
Kiosk ID	Links the equipment to a record in the ITS > Kiosk module.
Pump House ID	Links the equipment to a record in the ITS > Anti-Icing Pump House module.
RWIS ID	Links the equipment to a record in the ITS > Weather Station module.
Sensor ID	Links the equipment to a record in the ITS > Sensor module.

Inspection Related Fields

Date Inspected

Specifies the date the asset was last inspected.

Pump Condition

Motor Condition

Seal Condition

Describes the general condition of pump components, as observed during the most recent inspection.

Next Pump Insp

Next Motor Insp

Next Seal Insp

Indicates the planned dates for the next inspections, which are based on the dates of the most recent inspections.

Status-Related Fields

Operating Status	Indicates the status of the asset (i.e., operational, out of service, sold). Any equipment with a Status code above 950 is considered out of service. Anything below 950 is considered operational. No PMs can be generated for out-of-service equipment. When equipment is taken out of service, any pieces of Equipment in its Dependent grid are taken out of service, as well.
Take Offline	Indicates that the equipment is out of service.
Parent Out of Service	Indicates that the parent record associated with this Equipment record is out of service.
Plant	Indicates whether this Equipment item is currently linked to a Plant record. This relationship is configured in the Equipment record's Plant ID field.
Facility	Indicates whether this Equipment item is currently linked to a Facility record. This relationship is configured in the Equipment record's Site ID or Building ID fields.
Fleet	Indicates whether this Equipment item is currently linked to a Fleet record. This relationship is configured in the Equipment record's Fleet ID field.
ITS	Indicates whether this Equipment item is currently linked to an ITS record. This relationship is configured in the Equipment record's ITS field.

MTBF Fields

The MTBF (mean time between failure) fields show the average time between instances that the equipment is out of service. Because equipment often must be taken out of service to be repaired or serviced, many manufacturers will provide an average MTBF (e.g., This pump must be serviced every four months.) Agencies can use Lucity to compare the Manufacturer's MTBF to the actual MTBF to determine whether the equipment is being serviced enough or is breaking down between scheduled maintenance.

MTBF

Calculates the Mean Time Between Failure; that is, the average amount of time the equipment is operational between breakdowns. The system automatically calculates this field by:

Adding the Units Since Failure fields from the Equipment Status grid records;
Dividing the sum by the number of Units Since Failure fields that were actually filled out. (Not by the total number of Equipment Status records.)

Manuf MTBF

Stores the manufacturer's expected Mean Time Between Failure, allowing an agency to determine whether the equipment needs to be replaced because it is failing more often than expected.

Notification Related Fields

Assigned To Email

Specifies the email address of the person to whom the equipment is assigned. (An email address is required for Equipment Notifications.)

Evaluation Fields

The Equipment module's evaluation fields help agencies estimate the running cost of its equipment. These fields can also be used to assess a piece of equipment's life span, based on running costs and recorded usage.

Users supply the data for certain evaluation fields (which appear in white in the module), while other fields are calculated automatically by the system (and are grayed out in the module).

User Populated Fields

The fields highlighted in color in the screenshot below must be populated by the user before the system can calculate values for other fields.

user entered fields

The following fields, highlighted in orange above, record information about the status of the equipment when it was put into service.

Start Date

The date the equipment entered into service.

Starting Hourmeter

Starting Other Meter

The meter reading when the equipment entered into service.

The fields highlighted in blue above store data about the life-expectancy of the piece of equipment.

Service Life

The number of years the equipment is expected to be in service.

Maximum Hourmeter

Maximum Other Meter

The anticipated maximum meter reading for the equipment.

Maximum Cost

The maximum amount of money available to spend on equipment repairs and preventative maintenance during the equipment's life span.

The fields highlighted in green predict the estimated annual usage of the equipment.

Est Annual Hourmeter

Est Annual Other Meter

The estimated annual meter reading for the equipment.

Est Annual Cost

The estimated annual expenses for the equipment.

Calculated Fields

Once a user supplies the pertinent data and the record is saved, the system automatically calculates values for the remaining fields, which relate to the current state of the equipment. These system-calculated fields are highlighted in color in the screenshot below.

calculated eval fields

The data that the system uses to calculate these fields come from Meter Reading, Inspection, Work Order, and Reset records for the equipment. When the system detects that such a record has been created (that is, the record has a more recent date and higher meter reading), Lucity updates the system-calculated fields.

Lucity updates these values each night, as well as when a user saves or refreshes the Equipment record.


Current Amount
Current Date	The last date that any Work or a Meter Reading was recorded for the equipment.
Current Hourmeter Current Other Meter	The most recent meter reading, as reflected in an Inspection record, Readings record, or a Work Order.
Amount Used
Years Used	The number of years the equipment has been in service. Calculated as: Current Amount Date - Starting Amount Date.
Used Hourmeter Used Other Meter	The number of hours the equipment has been used since being put into service. Calculated as: Current Amount Meter - Starting Amount Meter.
Used Cost	The total dollar amount spent on the equipment to date. This includes Work Order costs and any additional costs listed in the grids on the Cost tab.
Remaining Amount
Remaining Years	The number of years left in the equipment's estimated maximum life span. Calculated as: Maximum Amount - Amount Used.
Remaining Hourmeter Remaining Other Meter	The number of working hours remaining in the equipment's estimated life span. Calculated as: Maximum Amount - Amount Used.
Remaining Cost	The dollar amount left in the budget for equipment repairs and maintenance. Calculated as: Maximum Amount Cost - the Amount Used Cost.
Actual Annual Amount Used
Actual Hourmeter Actual Other Meter	The number of hours the equipment is used in a year. Calculated as: Amount Used Hourmeter / Amount Used Date or Year.
Actual Cost	The dollar amount spent to keep the equipment running during the course of a year. Calculated as: Amount Used Cost / Amount Used Date or Year.
Approx Remaining Life Span
Remaining Life (Hourmeter) Remaining Life Other	An estimate of the number of additional years the equipment is expected to run. Calculated as: Remaining Amount Hourmeter or Other Meter / Actual Annual Amount Used Hourmeter or Other Meter.
Remaining Cost Life	The dollar amount remaining, per year, to keep the equipment working. Calculated as: Remaining Amount Cost / Actual Annual Amount Used Cost.
Average Cost per Meter
Average Cost Hour Average Cost Othermeter	The cost to run the equipment for one iteration of the meter. For example, it costs $100 to run the equipment for one hour. Calculated as: Amount Used Cost / Amount Used Hourmeter or Other Meter.

Work-Related Fields

The following asset fields are related to Work Orders, PMs and/or Requests:

Default WO Cat ***	Lets users establish a default Category for the Asset. When a Work Order is created for the Asset, the default Category and related asset information are imported into the new Work Order record. Multiple Categories are available in the pick-list. More Information about Default Work Category
No WO/PM/REQ ***	When enabled, users cannot create Work Orders, PMs, or Requests for that Asset. The Asset also no longer appears in the selection dialog boxes for WO/PM/Request modules. This function is useful for assets that are logged in Lucity, but have been retired.
Asset Account #	Indicates the reference number of the general account to be billed for any work done on the asset. The system can be configured to handle account numbers in various formats. The format dictates how users complete this field. More information about Account Number formats Automatically populates the Account # on work orders to which the asset is added, if the work order's Account # field is empty.
Asset Proj No - Acct	Indicates the reference number for a specific project account to be billed for any work done on the asset. The system can be configured to handle project account numbers in various formats. The format dictates how users complete this field. More information about Project Account Number formats Automatically populates the Proj No -Account # on work orders to which the asset is added, if the work order's Proj No -Account # field is empty.
Maintenance Zone *	Enables agencies to group Assets based on a location. The Maintenance Zone value is then carried over to the Work Order, where it can be used to automatically assign a Supervisor. This field is most easily populated through GIS. More information about Maintenance Zones
Alternate Zone *	Enables users to group Assets based on a secondary location parameter of an agency's choosing. The Alternate Zone is then carried over to the Work Order. This field is most easily populated through GIS. More information about Maintenance Zones
WO Comment *	Enables user to include information relevant to working on the asset. Information that a user enters here is copied to the Work Order > Asset > Asset Comment field.
Last WO Task	Displays the last date that asset was included on a work order. More information about how this is automatically updated

* Applies to PMs.
* Applies to Requests.
* Applies to Work Orders.

GIS-Related Fields

X Y Z	Contains basic information about the assets location. Point features - Stores the XY coordinates of the asset's location. Line features - Stores the XY coordinates of the midpoint of the line. Polygon features - Stores the XY coordinates of the centroid of the polygon. Z coordinates are stored if they are avaiable. Coordinates are calculated using the coordinate system used in the related feature service (Spatial Reference, or WKID).
In Map	Indicates that the record is found in the GIS system. When checked the system enables the show in map tool. Automatically updated when an GIS feature is synced into Lucity. Can be updated using the Update Show in Map Flag tool.
GIS Subtype	Indicates which Subtype is used to classify the asset in GIS.
GIS Needed	Enables users to mark the record as needing to be added/updated in GIS.