Building an Effective Computerized Asset Management System

Insights, Best Practices & Lessons Learnt

Ahmed Said Kotb

ARP CAT-I
LinkedIn Profile: https://www.linkedin.com/in/ahmed-said-kotb-arp-cat-i-75aa0a61/
Biography Video: https://youtu.be/47y-rGrTYr4
 Agenda

Mega Projects Experience

What is Asset Management System (AMS/EAM)?

Importance of Asset Management System

AMS Implementation Objectives, Approach and Phases

AMS Implementation Stages, Best Practices and Lessons Learned

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 3
 Experience of Mega Projects

2 2

180,000 New Assets

17
Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 4
 What is Asset Management System?

1. Advanced version of the CMMS

2. Computerized
Management system
that manages Asset
requirements

3. Structured in Modules

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 5
 Importance of the Asset Management System

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 6
 Importance of AMS

Process
Safety

Post Implementation
Management
Operating Cost
Management

Risk Management
APM– Maximize
Production
Asset Data Analysis
Asset History data
Reporting

Asset Health Monitoring and Checking

Asset Strategies : HSE, OMI , Spares & Supply Chain
Business Processes and Workflow

Implementation
Required Resources and Tools

Asset Spare Parts and Materials

Asset Job Plans, Health Care Programs and Contracts

Asset Register including all Asset Details such as: Asset Location Hierarchy, Specs, Criticality, Docs,
Drawings, Certificates, Failure Codes, etc.
Asset Management System Platform Interfacing with other Systems

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 7
Implementation Objectives and Phases
 AMS Implementation Objectives

Development of an Efficient, Robust and Reliable AMS in order to:

1 Manage Assets Performance to Maximize Production

2 Manage Risks of Assets Operation & Maintenance

3 Manage Assets’ Operating Cost Through their Lifecycle

4 Ensure Assets Integrity and legislation Compliance

5 Monitor Assets’ Health

6 Enable Registering & Processing Asset Relevant Activities

7 Enable Quick Access to Assets’ Information

8 Enable Maintenance Planning and Scheduling

9 Enable Data Analysis and Decision Making

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 9
 Implementation Phases

Pre-Implementation Post
Implementation
(Preparatory Phase) Implementation

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 10
 Pre- Post
Implementation
Implementation Implementation

Management
Business Decisions, Implementation AMS Implementation Tendering
Implementation Data
Requirement Commitment Team Formation Selection Scope of Work and and
Strategy Gathering
and Support approach Awarding

Experienced In-house vs Detailed SOW Quantified Required Data

Business Size
New System vs Implementation Configurable Outsourced Tanking into SOW with for each
(Budget and
Upgrading Team Leader (Project and Scalable Implementation Consideration all Clear Roles & Implementation
Modules)
Manager) or a Mix Requirements Respons. Stage
Type of Business Systematic Pre-tender
In-house vs Competent Ease of use and Time Frame and
(type of AMS, e.g. Implementation Meeting to Documents
Outsourced Representative from low learning Required
Fleet AMS, Oil and Methodology and minimize Delivery Plan
Implementation each Division curve Resources
Gas AMS, etc.) Mechanism Clarifications
Interfacing with
Required Quality is as Sequence of Specific Target Documents
other asset
Deliverables important as quantity Implementation deliverables from Engineering Templates &
relevant
(Required Input) of produced work and Priorities each Stage Consultancy Control
systems

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 11
 Implementation
Risk Based Objectives
Implementation – Why?
Risk Based Implementation
Implementation – How?
Objectives
 Implementation Approach

Input AMS Development

Stages
Deliverables

Location Hierarchy
EPC Contractor Deliverable Location / Asset Asset Register
Documents (Eng. + Vendors) Registration Asset Criticality
• P&IDs – PFDs –SLDs, etc. Asset Specs. & Docs.
• Asset Lists
• O&M Manuals HSE & OMI
• Cause and Effect Diagrams Job Plans
• etc.
Governing HSE, OMI Job Plans
HSE & OMI Asset Health Programs
Documents & Programs Resources Forecasting
Controlled Adopted
Input Techniques
Spare Parts
Management
Spare Parts Registration
AMS Project Controls Governing Documents Such as: Reports Spare Parts Procurement
• EPC QA/QC Control Plan • Company Standards & Guidelines Development
• PMT/PMC Verifications • Maintenance Policy & Strategy
• Implementation Team QC • Procedures and Code of Practices
• Integrity Governing Documents System Management
• Document Control System
• Scope of Work and Testing
• Roles and Responsibilities System Business Processes
Adopted Techniques Such as:
End User Training
• Location/Assets Hierarchy Strategies
Developed Reports
• Assets Criticality Methodology End User Training
Control • RCM/RBI Methodologies
• Planning and Scheduling
Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 14
 Implementation Stages

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 15
 Stage-1 : Location Hierarchy Building (Know What You Have)

1. Establish Location Hierarchy as per ISO14224

2. Importance of Parent/Child Relationship The nine tier levels

showing typical asset
− Maintenance Planning parent-child
relationships, based on
− Cost allocation to the right asset level the ISO/DIS 14224
Taxonomy
and cost roll up

− Work assigned to the right asset location

(not to top location only) to develop
right historical data of each asset

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 16
 Stage-1 : Location Hierarchy Building…continued
Project Relevant
Documents such as:
P&IDs, PFDs, UFDs,
Company
SLDs, Layouts, etc.
Sites

Site 1 Site 2 Site n

Process Utilities Storage Export Marine

Power Air Nitrogen Storage Export Marine

Plant-1 Plant-n Generation Compression Plant Facilities Facilities Facilities

Common
Gas Oil Gas Common Facilities Oil
Facilities

Tr-1 Tr-n Tr-1 Tr-n

Asset-1 Asset-2 Asset-n Asset-1 Asset-2 Asset-n

Child-1 Child-2 Child-n Child-1 Child-2 Child-n

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 17
 Stage-1 : Step-2 - Criticality Assessment and HSECES Identification-
Explore Risks in Your Plant

Site 1 Site 2 Site n

Process Utilities Storage Export Marine

Power Air Storage Export Marine

Plant-1 Plant-n Nitrogen Plant
Generation Compression Facilities Facilities Facilities

High criticality
Medium criticality
Common Low criticality
Gas Oil Gas Common Facilities Oil
Facilities Not critical
HSECES

Tr-1 Tr-n Tr-1 Tr-n

Tag-1 Tag-2 Tag-X Tag-1 Tag-2 Tag-Y

Child-1 Child-1 Child-1 Child-1

Child-1 Child-1

Child-2 Child-2 Child-2

Child-1 Child-1
Child-1
Child-1 Child-1 Child-3
Child-1 Child-1 Child-1
Child-2 Child-2 Child-4
Child-1
Child-n Child-n Child-n Child-n
Child-2 Child-n

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 18
 Stage-1: Step-3 – Asset Registration and Documents Linking

Train-1 Train-2 Train-n

Inlet Cooler Inlet Sep. Glycol Unit Turbo Expander Pipeline Comp.

12-V-002
Separator
Cooler
7000001 12-E-002 7000005
12-V-002
12-E-002

12-PCV-001
12-PSV-001
12-PCV-001
7000006
12-PSV-001
7000002

12-PSV-002
12-PG-001

12-PSV-002
7000007
7000003
12-PG-001

12-PT-002
12-PT-002
7000008
12-TG-001

7000004
12-TG-001

12-TT-002
7000009
12-TT-002

19
Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 19
 Maintenance Strategy Selection
Establish/update
Asset Register

Rank by function and consequence Determine Asset Categories

of failure (based on criticality analysis)

First Safeguarding of Operational No production

Screening technical integrity critical loss but
(High Critical) (Medium Crit.) high repair Cost
Non-
critical
Analyze Failure Modes and Effects
RTF
(FMEA)
R
Rank by consequence of failure C
(Failure Analysis) M

Feedback to
Develop appropriate
polices and
Maintenance options
strategies
Take account of external
influences and optimize plan
Time
Based
List maintenance requirements for asset by frequency
Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 20
 Stage-2: Asset Health Management (Job Plans)

Input Processing Deliverables

Projects EPC Documents Company Documents

• Specific maintenance and integrity
Maintenance Strategy Integrity
• Operation and Maintenance strategy for each Asset
Manuals Strategy Corrosion Strategy • Comprehensive specific OMI and HSE
Codes of Practice job plans
• Maintenance Philosophy
Methodologies / Basis • Master OMI Plan
• Shutdown Philosophy
• RCM / FMEA / RBI • Shutdown requirements and plans
• Asset Data Sheets
• Specialized Software Fully developed standard
• Cause & Effect Diagrams • OEM Recommendations procedures and checklists
• Inspection Datasheets • Company Experience • HSECES Performance standards
Process: and WSEs
• List of Systems & Sub Systems
• Apply RCM/RBI/FMEA on high criticality • Generic repair job plans covering
• Etc. Assets as applicable all high criticality Assets
• Specify proper maintenance strategy for • Spares Required for Asset Job Plans
each Asset
Deliverables of Stage 1 • Specify required maintenance/integrity • Resources Preparation and allocation
• Assets Location Hierarchies tasks and their frequencies based on analysis • List of required Special Tools, mobile
• Adopt manufacturer recommendations + equipment, cranes , etc.
• Criticality assessment that experience as required
covers all Assets • Prepare specific job plan for each Asset • List of required spades for isolation
• HSECES Identification • Apply time based maintenance as applicable purposes
• Prepare Performance Standards and
WSE for HSECES (EPC / Company)

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 21
 Stage-2: Asset Health Management (Job Plans)…continued

Train-1 Train-2 Train-n

Inlet Cooler Inlet Sep. Glycol Unit Turbo Expander Pipeline Comp.

12-V-002
Separator
12-E-002

Cooler 7000005
7000001 12-V-002
12-E-002

12-PCV-001
12-PSV-001

12-PCV-001
7000006
12-PSV-001
7000002

12-PSV-002
12-PG-001

12-PSV-002
7000007
7000003
12-PG-001

12-PT-002
7000008
12-PT-002
12-TG-001

7000004
12-TG-001

12-TT-002
7000009
12-TT-002

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 22
 Stage-3 : Master PM Program Development

Input Processing Deliverables

Projects EPC Documents Company Documents • OMI Master PM Plan with

• Operation and Maintenance • Maintenance Strategy appropriate start dates
Manuals • Integrity Strategy / Code of • Shutdown Master PM Plan
• Asset Data Sheets Practice
• Individual Asset S/D Plan
• Cause & Effect Diagrams Planning and Scheduling
• Master PM Plan per
• Inspection Datasheets • Planning and Scheduling
Discipline (Mechanical,
• Maintenance Philosophy principles
Electrical, Control, etc.)
• Resources Optimization
• Shutdown Philosophy • Disciplines simultaneous
Process
• List of Systems & Sub Systems work plan
• Minimize Shutdowns’ frequency
• Etc. and durations • Resources Plan (Histogram)
Deliverables of Stage 2 • Adopt module/section S/Ds • Material/Spare
• Specific maintenance and rather than plant shutdown requirements Plan for
integrity strategy for each • Align disciplines work on same Planned Maintenance
Asset Asset to avoid multi shutdowns • Lubrication Dossier and
• Comprehensive Specific • Consider enough lead time for Plan for each Asset as
Maintenance, Integrity and major overhauls and S/D PMs applicable
Operation job plans • Consider Routes
• Etc. • Mobile equipment Plan
• Perform resource leveling

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 23
 Stage-3 : Master PM Program Development… continued

Train-1 Train-2 Train-n

Inlet Cooler Inlet Sep. Glycol Unit Turbo Expander Pipeline Comp.

12-V-002
12-E-002 Separator
Cooler 7000005
7000001 12-V-002
12-E-002

12-PCV-001
12-PSV-001

12-PCV-001
7000006
12-PSV-001
7000002

12-PSV-002
7000007
12-PG-001

12-PSV-002
7000003
12-PG-001

12-PT-002
7000008
12-PT-002
Master PM Plan
12-TG-001

7000004
12-TG-001

12-TT-002
7000009
12-TT-002

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 24
 Stage-4: Spare Parts Management

Input Processing Deliverables

Projects EPC Documents Company Documents • Spares criticality assessment

• Vendor SPIR Lists • Spare Parts Management for all Assets
• Spare Parts Data Sheets Guideline
• Classification of Stock Items
and relevant documents / • Commercial Division GDL
Drawings Techniques /Methods • Recommended Spares Stock
• Asset Data Sheets • Spare parts criticality Asses. Level Analysis
• Etc. • Stock or not to stock
• Spares Classification • Definition of stock levels
Deliverables of Stages 3&1
• Operations, Maintenance Process • All Assets spare parts fully
and Integrity Master PM • Review /complete SPIR and registered with their full details
Plan with appropriate relevant documents /documents /drawings
• Spares criticality assessment
start dates • Prepare Descriptions, Specs & • Requested 2 years operation
• Materials/Spares Standards spares
requirements Plan for • Analyze, amend and complete the
Planned Maintenance lists of Spare Parts recommended
by Vendor/ Suppliers
• Development of BOM
• Job Plans including spares • Classify stock items
• Asset Criticality • Check that the Vendors’ Spare Part
Assessment dossiers covering all Assets
• Define optimal stock quantity
• Etc.
• Develop BOM

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 25
 Stage-5: Reports Development

Input Processing Deliverables

Projects EPC Documents Company Documents • All required reports fully

• Current implemented Reports designed, reviewed,
• List of required reports
• IT input documented and
with details and
implemented in AMS
attributes
Techniques /Methods • All frequent /important
• List of required • Report Development Tools
important search queries search scripts are created
• IT experience and saved in AMS for
• AMS Contractor’s experience utilization by end users
Process • Full Training on the
• Develop Business Intelligence implemented reports
Reports performed for all COMPANY
relevant staff

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 26
 Stage-6: AMS System Management

Input Processing Deliverables

Testing and Data Loading Plans

• Various Testing Plans

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 27
 Stage-7: Training & Awareness

Input Processing Deliverables

Training Requirements Company Documents • System customized training

• Training Objectives courses for each unique class
• Training Requirements • Lists of groups to be trained
(type of training, place, approved by COMPANY
based on their job requirements
facilities, materials, etc) and business processes • Course Materials submitted
• Quick reference guide Techniques /Methods and approved by COMPANY
• Tailored Training not general training
• Utilization of Business Processes • Realistic training schedule
• Simple test after training approved by COMPANY
Deliverable of Stage 6
• Business Processes Process • Full Training requirements
• Prepare training environment prepared, documented, and
and Workflow based on training requirement
submitted by Contractor
• Actual data loaded on • Prepare training materials
test environment based on job requirements • Class Training and On Job
• Prepare Training Plan/schedule
Training performed
before going live
• Hold training sessions for each
group based on their job requirements
• Prepare on job training plan

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 28
 Other Required Work

System interface with other systems

Implementation of other(e.g. Financial,
modules such Automation,
as: 3D
Model, Documentation, Reliability, etc.)
Resources Module
Site survey at the end of the project for matching actual onsite with
Contracts Module
implemented data in system
Purchasing Module
Operations Module
Permit to Work Module
Management of Change Module
Financial Module

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 29
 Post Implementation Phase

Pre Implementation Post

Link AMS Regular

Data Continuous
System Appraisals Interface Data Peer review
Data Gate Analysis by System
Custody and to Data with a Monitoring for System
Keepers Reliability Upgrade and
Support Entry Reliability and Performance
Team Improvement
Quality System Cleaning

Building an Effective Computerized Asset Management System – Insights, Best Practices & Lessons Learnt 05.10.2020 30
Thank You